Agenda packet — San Ramon City Council, June 25, 2024

CITY COUNCIL REVISED
AGENDA
June 25, 2024

WE PROVIDE EFFICIENT DELIVERY OF QUALITY PUBLIC SERVICES THAT ARE

ESSENTIAL TO THOSE WHO LIVE AND WORK IN SAN RAMON
David E. Hudson, Mayor • Scott Perkins, Vice Mayor
Mark Armstrong, Councilmember • Marisol Rubio, Councilmember • Sridhar Verose, Councilmember Council Chamber
7000 Bollinger Canyon Road
REGULAR MEETING – 7:00 PM
Agenda Questions: Please contact the City Clerk (925) 973-2539 or [email protected] Please refer to the end of the agenda to review options for participation in the meeting.

Unless stated otherwise on the agenda, every item on the agenda is exempt from CEQA Guidelines Sections 15060(c), 15061(b)(3), 15273, 15378, 15301, 15323 and/or Public Resources Code Section 21065.

1. CALL TO ORDER/ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. ANNOUNCEMENTS

3.1 Changes and Additions to the Agenda

3.2 If you wish to speak under Public Comment or regarding an agenda item please fill out a speaker card located in the back of the room and submit it to the City Clerk.

4. PUBLIC COMMENT
Members of the audience are encouraged to address the City Council on any non-agenda item relating to the business of the City Council. Comments are limited to three (3) minutes, or less time if a large number of speakers are anticipated. A speaker may not allocate their time to another speaker. All remarks shall be addressed to the City Council.

Comments from the public on non-agenda items may also be submitted by email to [email protected]. Comments received by email will not be read aloud; however, they will be forwarded to the Council for their consideration. If you wish to present your comments to the public, you may do so in-person during this Public Comment period. No Council action can be taken at this meeting on issues raised during public comment.

During public comment, members of the public are permitted to address the City Council only on the following:
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▪ Any non-agenda item relating to the business of the City Council. ▪ Items that are on the Consent Calendar, including requests to pull an item from the consent calendar and the reason why you wish to pull the item or items. Please note that the decision to remove the item from the Consent Calendar is strictly at the discretion of the City Council.
▪ Requests for Future Agenda Items.
▪ Special Presentation Items under Section 6 of tonight’s Agenda. ▪ Items that are not on the agenda and are within the City Council’s jurisdiction.

5. CONSENT CALENDAR
Consent Calendar items are considered routine and are acted upon by the City Council with a single action. Members of the audience wishing to provide public input may request (by email to the City Clerk or under Item 4 Public Comment) that the City Council remove the item from the Consent Calendar. Members of the public may request that items be removed from the Consent Calendar, however, the decision to remove the item is solely at the discretion of the City Council.

With respect to the approval of resolutions and ordinances, the reading of the title thereto shall be deemed a motion to waive a reading of the complete resolution or ordinance and unless there is a request by a Council member that the resolution or ordinance be read in full, further reading of the resolution or ordinance shall be deemed waived by unanimous consent of the Council.

5.1 City Council - Regular Meeting - June 11, 2024
Recommendation: Approve Minutes

5.2 Register of Demands as Presented by the City Treasurer (Period Ending May 31, 2024)
Recommendation: Approve Register of Demands

5.3 REVISED Resolution No. 2024-081 - Approval of the Proposed FY 2024-25 Statement of Investment Policy - Added Resolution; Assigned Resolution Number; Removed Track Changes from Attachment.

Recommendation: Approve Resolution No. 2024-081

5.4 Resolution No. 2024-071 - Requesting and Consenting to Consolidation of Elections and Setting Specifications of the Election Order for the November 5, 2024 Municipal Election
Recommendation: Approve Resolution No. 2024-071

5.5 Resolution No. 2024-072 - Authorizing the Mayor to Execute a One-Year Revenue Sharing Agreement for Tennis Instruction with Akshay Arora (Dba Arora Tennis) with Projected Payments Not to Exceed $362,230 Recommendation: Approve Resolution No. 2024-072

5.6 Resolution No. 2024-073 - Authorizing the Mayor to Execute a One-Year Revenue Sharing Agreement for Tennis Instruction with Joyce Bonasera (Dba Bonasera Tennis) with Projected Payments Not to Exceed $286,110 Recommendation: Approve Resolution No. 2024-073
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5.7 Resolution No. 2024-074 - Authorizing the City Manager to Sign Exhibit C – Lease Supplement No. 12 to the San Ramon Library Lease Agreement Between the City of San Ramon and Contra Costa County for the Operation of the San Ramon Library and Approve the Amount of $128,347 for July 1, 2024 – June 30, 2025
Recommendation: Approve Resolution No. 2024-074

5.8 Resolution No. 2024-075 - Authorizing the City Manager to Sign Exhibit a – Lease Supplement No. 5 to the Dougherty Station Library Lease and Services Agreement Between the City of San Ramon and Contra Costa County for the Operation of the Dougherty Station Library and Approve an Amount of $76,407.00 for July 1, 2024 – June 30, 2025
Recommendation: Approve Resolution No. 2024-075

5.9 Resolution No. 2024-076 - Authorizing the Mayor to Execute Amendment No. 3 to the Agreement (C2021-048) with RydeTrans for Senior Citizens’ Transportation Services, Authorizing a Time Extension to June 30, 2025, and Authorizing Additional Funds of $16,789 for a Cumulative Four Year Total Not to Exceed $197,469
Recommendation: Approve Resolution No. 2024-076

5.10 Resolution No. 2024-077 - Authorizing the Mayor to Execute the Master Services and Purchasing Agreement with Flock Safety and Authorizing a Statement of Work for the Equipment, Software, Licensing, and Installation, for an Amount Not to Exceed $851,500
Recommendation: Approve Resolution No. 2024-077

5.11 Resolution No. 2024-078 - Authorizing the Mayor to Execute an Agreement with McKim Corporation for Construction of the Pavement Management 2024 and Pavement Management 2025 Projects (CIP 000013 and CIP 000015) in an Amount Not to Exceed $1,990,000
Recommendation: Approve Resolution No. 2024-078

5.12 Resolution No. 2024-079 - Establishing the Annual Gann Appropriations Limit for the Community Facilities District (CFD) No. 2014-1 for Fiscal Year 2024-25 Recommendation: Approve Resolution No. 2024-079

6. SPECIAL PRESENTATIONS

6.1 Proclamation Declaring June 2024 as Alzheimer’s & Brain Awareness Month.

Presentation to Maya Geurtsen, Director, Walk to End Alzheimer’s, Alzheimer’s Association.

6.2 Introduction of Deputy Chief Jonas Aguiar by Fire Chief Paige Meyer. 4 City Council Meeting – June 25, 2024

7. DEFERRED CONSENT ITEMS

8. UNFINISHED BUSINESS

8.1 Resolution No. 2024-080 - Adopting the Fiscal Year 2024/25 Operating and Capital Budget, Establishing an Appropriations Limit, and Authorizing Carryover Project Appropriations
Recommendation: Approve Resolution No. 2024-080
Staff Report by Candace Daniels, Finance Division Manager

9. NEW BUSINESS

9.1 Sales Tax Revenue Measure Field Poll Presentation
Recommendation: Receive Report and Provide Direction on Sales Tax Ballot Measure
Staff Report by Scott Koll, Deputy City Manager

10. CITY MANAGER'S AND CITY COUNCIL MEMBERS' COMMENTS /

MATTERS INITIATED

11. ADJOURNMENT
I hereby certify the agenda was posted 72 hours before the noted meeting. This agenda is posted in accordance with Government Code Section 54954.2(a).

Dated: June 21, 2024
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HOW TO VIEW OR PARTICIPATE IN THE MEETING:

The public is invited to participate in the meeting using any of the following methods:

1. IN-PERSON
San Ramon City Hall, Council Chamber, 7000 Bollinger Canyon Road Members of the public can provide in-person comments in the Council Chambers.

To make a request for disability-related accommodation to participate in the meeting, please contact the City Clerk’s Office 48 hours in advance of the meeting.

2. WRITTEN COMMUNICATION BY EMAIL
Public comments may be submitted via e-mail to [email protected]. Any public comments received up until two (2) hours prior to the scheduled start time of the meeting will be distributed to the City Council via e-mail, provided at the meeting in the red binder, and posted online at https://www.sanramon.ca.gov/public_comment.

Written comments received after the cut-off time will be provided to the City Council the day following the meeting.

Please include “Public Comment” in the subject line. In the body of the email please include your name and the item you wish to comment on. Written public comment will not be read aloud during the meeting.

3. TO VIEW OR LISTEN ONLY
As a courtesy and technology permitting, the public will have the opportunity to view the meeting via one-way feed by the options below. However, the City cannot guarantee that the public’s remote access to any meeting will be uninterrupted, and technical difficulties may occur from time to time. In those instances, so long as the public may still attend the meeting in person, the meeting will continue. Members of the public desiring to provide comments as a part of the meeting are encouraged to either submit written comments prior to the meeting or to attend the meeting in person. a. Zoom: https://cityofsanramon.zoom.us/j/95638416243
Webinar ID: 956 3841 6243
b. Zoom Phone Numbers: +1 (669) 900-6833
c. The City’s YouTube Channel: www.sanramon.ca.gov/YouTube Regular City Council meetings are broadcast on Contra Costa Television (CCTV) (Channel 27) on Wednesdays at 7:00 p.m. and Thursdays at 1:00 p.m. immediately following the meeting. Regular City Council meetings are also broadcast on AT&T UVerse (Channel 99).

ATTENDEE CONDUCT
There will be zero tolerance for any person addressing the Council making profane, offensive and disruptive remarks, or engaging in loud, boisterous, or other disorderly conduct, that disrupts the orderly conduct of the public meeting. Specifically, it is important for all speakers to adhere to the following guidelines for participation in this meeting:
a. No profanity or obscenity.
b. Refrain from personal threats or attacks.
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c. Refrain from hateful epithets and demeaning language based on any person’s race, religion, sexual orientation, ethnicity, gender, or disability. d. Respect all people that are present or watching.

At the discretion of the Mayor, a speaker may forfeit speaking time for any of the following reasons:
a. Exceeding the allotted time to speak;
b. Yelling, screaming, or other behavior that renders this Council unable to continue the meeting;
c. Excessive profanity or slander;
d. Specific threats or “fighting words” that incite violence; or e. Speech that is outside the subject matter jurisdiction of the Council or the specific agenda item in which you are speaking.

While the City of San Ramon ensures the First Amendment rights of its citizens, we do not accept nor endorse any offensive or hateful comments made during our meetings. The City of San Ramon celebrates the diversity of our community, and we strive to be a welcoming and open community for all.

MINUTES OF THE

CITY OF SAN RAMON

CITY COUNCIL MEETING
June 11, 2024

1. CALL TO ORDER/ROLL CALL
The Mayor called the meeting to order at 7:00 p.m.

Also in attendance: City Manager Steven Spedowfski, City Attorney Martin Lysons, City Clerk Christina Franco, Human Resources Division Manager Megan O'Donoghue, Human Resources Analyst Elena Castillo, Public Services Program Manager Gary Manuel, and Public Services Division Manager Jon Bell.

2. PLEDGE OF ALLEGIANCE

3. ANNOUNCEMENTS

3.1 Changes and Additions to the Agenda
The City Clerk announced that Item 6.3 has been postponed to a future City Council meeting.

Vice Mayor Perkins' motion to accept the change to the agenda was seconded by Cm.

Verose. The motion passed 5-0-0-0.

3.2 If you wish to speak under Public Comment or regarding an agenda item please fill out a speaker card located in the back of the room and submit it to the City Clerk.

4. PUBLIC COMMENT

5. CONSENT CALENDAR
Vice Mayor Perkins' motion to approve consent calendar item 5.1 thought 5.7, was seconded by Cm. Rubio. The motion passed 5-0-0-0.

RESULT: ADOPTED [UNANIMOUS]
MOVER: Scott Perkins, Vice Mayor
SECONDER: Marisol Rubio, Councilmember
AYES: Hudson, Perkins, Armstrong, Verose, Rubio

5.1 Minutes of the City Council Regular Meeting - May 28, 2024 Recommendation: Approve Minutes
Attendee Name Title Status
Dave Hudson Mayor Present
Scott Perkins Vice Mayor Present
Mark Armstrong Councilmember Present
Sridhar Verose Councilmember Present
Marisol Rubio Councilmember Present

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Minutes Acceptance: Minutes of Jun 11, 2024 7:00 PM (CONSENT CALENDAR) 2 City Council Meeting – June 11, 2024

5.2 Minutes of the City Council Special Meeting - June 4, 2024 Recommendation: Approve Minutes

5.3 Resolution No. 2024-062 - Adopting Findings to Appropriate Funds in the Child Care, Private Sector Arts and Beautification Contribution (City Beautification), Creek Mitigation, Drainage Mitigation, Geographic Information System (GIS) Mapping, Park Development, and Traffic Improvement Funds, for the Period Ending June 30, 2023
Recommendation: Approve Resolution No. 2024-062

5.4 Resolution No. 2024-063 - Adopting a List of Projects for FY 2024/25 Funded by Senate Bill 1, the Road Repair and Accountability Act of 2017 Recommendation: Approve Resolution No. 2024-063

5.5 Resolution No. 2024-064 - Approving the Parcel Map for Minor Subdivision MS 22-0001 Located at 47 Paddock Lane (APN 209-750-012)
Recommendation: Approve Resolution No. 2024-064

5.6 Resolution No. 2024-065 - Authorizing the City Manager to Execute a Cooperative Agreement with Contra Costa Transportation Authority (CCTA) Innovate 680 – Automated Driving System (ADS) Program Project 3, for the Implementation, Deployment, and Testing of Automated Driving System Elements on Designated City Streets (Traffic Detection Equipment, Electrical Charging Stations, and Data Sharing), with CCTA Providing Full Reimbursement for All Expenses Not to Exceed $250,000
Recommendation: Approve Resolution No. 2024-065

5.7 Resolution No. 2024-066 - Authorizing the Mayor to Execute Amendment No. 2 to the Agreement (C2018-037) with VenueTech Management Group, Inc. for the Management and Operations of Dougherty Valley Performing Arts Center and Front Row Theater, Authorizing a Time Extension to June 30, 2026, and Authorizing Additional Funds in an Amount Not to Exceed $1,487,768, for a Total Cumulative Contract Amount Not to Exceed $5,222,632 Recommendation: Approve Resolution No. 2024-066

6. SPECIAL PRESENTATIONS

6.1 Proclamation Declaring June 2024 as LGBTQ+ Pride Month Presentation to Taylor denBroeder and Angie Corritone, Boardmembers of PFLAG Danville/San Ramon Chapter

6.2 Recognition of San Ramon iQuest 2023/2024 Interns: Joseph Augello, Xinrong Zhu, Nami Ranjbarsade, Nat Lentzen, Kyra Li, and Ivy Valine. Introduction by Megan O’Donoghue, Human Resource Manager.

6.3 Proclamation Honoring Maria Fierner upon her retirement. Introduction by City Manager Steven Spedowfski. Presentation by the City Council.

This item has been postponed to a future Council meeting.

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Minutes Acceptance: Minutes of Jun 11, 2024 7:00 PM (CONSENT CALENDAR) 3 City Council Meeting – June 11, 2024

7. DEFERRED CONSENT ITEMS

8. UNFINISHED BUSINESS

8.1 Resolution No. 2024-067 - Confirming the Landscaping & Lighting District No. 1984-1 Diagram and Assessments and Levying the Landscaping & Lighting District No. 1984-1 Assessments for Fiscal Year 2024/25 Recommendation: Receive the Report, Open the Public Hearing, Take Public Testimony, Close the Public Hearing, Deliberate, and Approve Resolution No. 2024-067
Staff report by Gary Manuel, Public Services Program Manager.

Cm. Verose's motion to open the public hearing was seconded by Vice Mayor Perkins.

The motion passed 5-0-0-0.

Written public comment was received from Susie Ferris-Inderkum.

Vice Mayor Perkins' motion to close the public hearing was seconded by Cm. Verose.

The motion passed 5-0-0-0.

Vice Mayor Perkins' motion to approve Resolution 2024-067 confirming the Landscaping & Lighting District No. 1984-1 Diagram and Assessments and Levying the Landscaping & Lighting District No. 1984-1 Assessments for Fiscal Year 2024/25 was seconded by Cm. Verose. The motion passed 5-0-0-0.

8.2 Resolution No. 2024-068 - Confirming the Preserve Landscaping and Lighting District Assessment Diagram and Assessments, and Levying the Preserve Landscaping and Lighting District Assessments for Fiscal Year 2024/25 Recommendation: Receive the Report, Open the Public Hearing, Take Public Testimony, Close the Public Hearing, Deliberate, and Approve Resolution No. 2024-068
Staff report by Jon Bell, Public Services Division Manager.

Cm. Verose's motion to open the public hearing was seconded by Cm. Rubio. The motion passed 5-0-0-0.

There was no public comment.

Cm. Verose's motion to close the public hearing was seconded by Vice Mayor Perkins.

The motion passed 5-0-0-0.

Cm. Verose's motion to approve Resolution 2024-068 confirming the Preserve Landscaping and Lighting District Assessment Diagram and Assessments, and Levying the Preserve Landscaping and Lighting District Assessments for Fiscal Year 2024/25 was seconded by Vice Mayor Perkins. The motion passed 5-0-0-0.

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Minutes Acceptance: Minutes of Jun 11, 2024 7:00 PM (CONSENT CALENDAR) 4 City Council Meeting – June 11, 2024

9. NEW BUSINESS

9.1 Resolution No. 2024-069 - Establishing a Word Count Limit for the Voluntary Candidate Statement for the 2024 Municipal Election
Recommendation: Approve Resolution No. 2024-069
Staff report by Christina Franco, City Clerk.

Cm. Rubio's motion to approve Resolution No. 2024-069 establishing a word count limit of 400 words for the voluntary candidate statement for the 2024 municipal election, was seconded by Cm. Armstrong. The motion passed 5-0-0-0.

9.2 Resolution No. 2024-070 - Establishing a Voluntary Campaign Expenditure Limitation for the 2024 Municipal Election
Recommendation: Approve Resolution No. 2024-070
Staff report by Christina Franco, City Clerk.

Cm. Verose's motion to approve Resolution No. 2024-070 establishing a voluntary campaign expenditure limit for the Mayor of $1.50 per registered voter, which would set the expenditure limit of $75,282; and an expenditure limit for the Councilmembers of $2.50 per registered voter, which would set the expenditure limit of $30,263 for District 1 and $27,820 for District 3 was seconded by Cm. Rubio. The motion passed 5-0-0-0.

10. CITY MANAGER'S AND CITY COUNCIL MEMBERS' COMMENTS /

MATTERS INITIATED
Council directed staff to bring the matter of the Municipal Code section C6-50 to the Policy Committee.

11. ADJOURNMENT
The meeting was adjourned at 8:22 p.m.

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Minutes Acceptance: Minutes of Jun 11, 2024 7:00 PM (CONSENT CALENDAR)

CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Scott Koll, Deputy City Manager
By: Nicki MacPherson, Accounting Specialist
SUBJECT: Register of Demands as Presented by the City Treasurer (Period Ending May 31, 2024)

ATTACHMENT
A: Register of Demands

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CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Scott Koll, Deputy City Manager
By: Candace Daniels, Finance Division Manager
SUBJECT: RESOLUTION NO. 2024-081 - Approval of the Proposed FY 2024-25 Statement of Investment Policy

RECOMMENDED ACTION
Staff recommends that the City Council approve the Statement of Investment Policy for FY 2024-25 by resolution.

BACKGROUND/DISCUSSION
The California Government Code (53646) requires annual review and adoption of a Statement of Investment Policy by City Councils of California Municipalities. It is now appropriate to proceed with adoption of an Investment Policy for the 2023-24 Fiscal Year. The City Council first adopted a Statement of Investment Policy in 1989 with Resolution No. 89-76. Since that time, the Statement of Investment Policy has been reviewed and amended when appropriate to keep up with changes in State law or for operating efficiencies and effectiveness. The City Council last conducted its annual review and approval of the Investment Policy on May 23, 2023 for the 2023-24 Fiscal Year (Resolution 2023-057).

The Statement of Investment Policy was reviewed by Meeder Public Funds. The proposed changes recommended are marked on the draft policy. The following are highlighted changes:
· On page 3, changing the investment advisor company name from FHN Financial Main Street Advisors to Meeder Public Funds.
· On page 7, removing the following language so that there is not a requirement to force the City to sell investment bonds to stay in compliance: “In the event the City’s maturity requirements fall out of compliance due to cash outflows, an analysis of the portfolio will be performed to determine if the portfolio’s maturity requirements will return naturally with time or if bonds need to be sold prior to maturity. “

FISCAL ANALYSIS
The proposed action establishes policy and does not have a direct fiscal impact on the City.

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STEPS FOLLOWING APPROVAL
Publish the adopted Statement of Investment Policy for FY 2024-25.

ATTACHMENT
Proposed Statement of Investment Policy 2025

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RESOLUTION NO. 2024-081

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON APPROVAL OF THE PROPOSED FY 2024-25 STATEMENT OF INVESTMENT POLICY
WHEREAS, California Government Code (53646) requires annual review and approval of a Statement of Investment Policy by City Councils of California Municipalities; and WHEREAS, the City Council first adopted a Statement of Investment Policy in 1989 with Resolution No. 89-76, and since that time, the Statement of Investment Policy has been reviewed and amended when appropriate, the most recent of which was on May 23, 2023 for the 2023-24 Fiscal Year by Resolution No. 2023-057; and
WHEREAS, Meeder Public Funds, the City’s financial adviser, has recommended changes to the FY 2024-25 Investment Policy as follows:
·Change the investment advisor company name from FHN Financial Main Street Advisors to Meeder Public Funds.
·Change the following language so that there is not a requirement to force the City to sell investment bonds to stay in compliance: “In the event the City’s maturity requirements fall out of compliance due to cash outflows, an analysis of the portfolio will be performed to determine if the portfolio’s maturity requirements will return naturally with time or if bonds need to be sold prior to maturity”; and WHEREAS, Staff presented this item on June 10, 2023, to the City Council Finance Committee (Verose/Perkins), who reviewed the policy and recommended it be forwarded to City Council for formal approval.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby approve the proposed Statement of Investment Policy for FY 2024-25.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 25, 2024, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________

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David E. Hudson, Mayor
ATTEST:
_________________________
Christina Franco, City Clerk

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CITY OF SAN RAMON

STATEMENT OF INVESTMENT POLICY
Fiscal Year 2023-24
Purpose
This statement implements §53646 of the Government Code, of the State of California, by providing a Statement of Investment Policy. It is intended to provide sound procedures for the prudent investment and management of public funds of the City of San Ramon. Consistent with provisions of this code section, this policy shall be annually reviewed and adopted by the City Council.

Scope
This policy applies to all liquid financial assets of the City of San Ramon. These assets are accounted for in the City’s Annual Comprehensive Financial Report (ACFR), which includes the annual independent audit report, under the following categories:

General Fund
Special Revenue Funds
Capital Project Funds
Debt Service Funds
Internal Service Funds
Trust and Agency Funds
Funds excluded from this policy:

1. Bond Proceeds - The investment of bond proceeds held with trustees is directed by the City, but is governed by the restrictions on permitted investments in the applicable bond indenture or similar agreements.

2. Deferred Compensation, Retirement, Other Post-Employment Benefits (OPEB) 115 Trust, and Supplement Pension 115 Trust – Investments related to these plans are not subject to this policy since third-party administrators or trustees manage the funds and either the individual plan participants or trustees direct investment selection.

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Objective
The City's objective is to accurately monitor and forecast expenditures and revenues, thus enabling the City to invest idle funds to the fullest extent possible. Idle cash management and investment transactions are the responsibility of the Finance Division of the Administrative Services Department. The City shall attempt to obtain a market rate of return, provided that criteria for safety and liquidity are adequately met, and that all provisions of this investment policy are strictly adhered to.

Investment Principles
The City of San Ramon operates its temporary pooled idle cash investments under the "prudent investor standard ". This standard states: When investing, reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, a trustee shall act with care, skill, prudence, and diligence under the circumstances then prevailing, including, but not limited to, the general economic conditions and the anticipated needs of the agency, that a prudent person acting in a like capacity and familiarity with those matters would use in the conduct of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the agency. Within the limitations of this section and considering individual investments as part of an overall strategy, investments may be acquired as authorized by law.

Consistent with this principle, the following basic tenets shall serve to guide the City's investment program:

Safety — The first priority for the investment program shall be the safety of principal investment. Procedures for ensuring safety of principal shall involve compliance with legal requirements set forth under sections of the Government Code, development and maintenance of adequate records and controls, and avoidance of market speculation through an underlying "buy and hold" investment strategy.

Liquidity — The second priority for the investment program shall be to provide adequate cash for operations or capital purposes on an as-needed basis. Procedures for ensuring adequate liquidity shall include maintenance of pro forma City cash needs through analysis of historical and projected future cash flows, and matching investment maturities to cash requirements.

Yield —The City's investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into consideration the investment risk constraints and liquidity needs. Yield on the City's investment portfolio is of secondary importance compared to the safety and liquidity objectives described above.

Investments are limited to relatively low-risk securities in anticipation of earning a market rate of return relative to the risk being assumed. Nevertheless, investment performance shall be periodically monitored and evaluated by the Administrative Services Director by comparison with other benchmark yields.

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Delegation of Authority
The City of San Ramon Municipal Code assigns treasury responsibilities to the Administrative Services Director who serves as the City Treasurer. The Administrative Services Director currently performs the duties of the Director of Finance. The authority to invest City Funds rests with the Administrative Services Director and his designated staff, herein referred to as the Deputy Treasurer. The Administrative Services Director has further authority, with consent of the City Council to delegate investment portfolio management to Meeder Public Funds, an Investment Advisory firm. No person may engage in an investment transaction except as provided for under the terms of this policy.

The Administrative Services Director shall be responsible for all transactions undertaken and will establish a system of controls to regulate the activities of subordinate officials.

Ethics and Conflicts of Interest
Officers, Councilmembers, and employees involved in the investment process shall refrain from personal business activity that conflicts with proper execution of the investment program, or impairs their ability to make impartial investment decisions. Employees, Councilmembers and investment officials shall disclose any material financial interests that could be related to the performance of the City's investment portfolio.

GASB 31
The Government Accounting Standards Board (GASB) Statement No. 31 requires that governmental entities report all investments with a maturity in excess of one-year at fair market value in the balance sheet or other statement of financial condition as of the end of the annual reporting cycle. Market value increases/declines are recognized by booking the variation against earnings at year-end. This book gain/loss would be realized by way of an increase/reduction in reserves, increasing/reducing funds available for appropriation.

Because longer-term investments are subject to greater fluctuations in price and market value, specific constraints in the form of percentage limitations have been incorporated into this policy. These limitations minimize material gains/losses in the value of the portfolio in a declining/rising interest rate environment and mitigate the risks inherent in GASB Statement 31.

Permitted Investments
• Bonds issued by the City of San Ramon or other local agency of the State of California, provided that the obligations are rated Aa3, AA-, AA- or higher by a Nationally Recognized Statistical Rating Organization (NRSRO), Moody’s Investors Services (Moody’s), Standard and Poor’s Ratings Services (S&P), or Fitch Ratings (Fitch), respectively. Purchases of eligible municipal securities shall not exceed five years to maturity.
• United States Treasury notes, bonds, bills or other obligations for which full faith and credit of United States are pledged for payment of principal and interest.

Purchases of eligible treasury securities shall not exceed five years to maturity.

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• Federal Agency Securities. Federal agency or United States government-sponsored enterprise obligations, participations or other instruments, including those issued by or fully guaranteed as to principal and interest by federal agencies or United States government-sponsored enterprises. Purchases of eligible federal agency securities shall not exceed five years maturity.
• Bonds issued by the State of California. Provided that the obligations are rated Aa3 or higher provided by (Moody's), has an AA- or higher rating provided by (S&P), or has an AA- or higher rating provided by (Fitch). Purchases of eligible federal agency securities shall not exceed five years to maturity.
• Bankers' Acceptances, issued by domestic or foreign banks, which are eligible for purchase by the Federal Reserve System, the short-term paper of which is rated in the highest category by Moody's or by S&P. Purchases of Bankers' Acceptances may not exceed 180 days to maturity, or 40% of the City's surplus funds, nor may the City invest more than 2% of its surplus funds in the Bankers' Acceptances of any one commercial bank.
• Commercial Paper issued by corporations organized and operating within the United States with total assets in excess of $500,000,000. Commercial paper must have a minimum short term rating by at least two of the following NRSRO’s: A-1 by S&P, P-1 by Moody’s, or F-1 by Fitch and a minimum long-term debt rating of A2 by Moody’s, A by S&P, or A by Fitch. Purchases of eligible Commercial Paper may not exceed 270 days to maturity nor represent more than 10% of the outstanding paper of an issuing corporation, nor may the City’s investments in Commercial Paper exceed 25% for the City’s surplus funds.
• FDIC Insured Certificates of Deposit issued by a nationally or state-chartered bank, or a state or federal savings and loan association, or by a state-licensed branch of a foreign bank. The invested amount per institution shall not exceed the current FDIC insured limit (currently $250,000). Purchases of eligible FDIC insured certificates of deposit shall not exceed five years to maturity.
• Negotiable Certificates of Deposit issued by a nationally or state-chartered bank or a state or federal savings and loan association or by a state-licensed branch of a foreign bank; provided (1) that the senior debt obligations of the issuing institution are rated Aa2 or better by Moody's or rated AA or better by-S&P and (2) that the financial institution has received a minimum overall "satisfactory" rating for meeting the credit needs of California communities in its most recent evaluation. Purchases of negotiable certificates of deposit may not to exceed 30% of the City's surplus funds, nor in excess of the greater of either the net worth of the depository or $500,000. Purchases of eligible negotiable certificates of deposit shall not exceed five years maturity. • Repurchase Agreements used solely as short-term investments not to exceed 30 days.

The following collateral restrictions will be observed. Only U.S. Treasury securities or Federal Agency securities allowable in this policy will be acceptable collateral. All

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securities underlying Repurchase Agreements must be delivered to the City's custodian bank by book entry, physical delivery, or third-party custodial agreement. The total of all collateral for each Repurchase Agreement must equal or exceed, on the basis of market value, 102 percent of the funds borrowed against those securities. For any Repurchase Agreement with a term of more than one day, the value of the underlying securities must be reviewed on a weekly basis. Investments in repurchase agreements shall not exceed 30% of the City's surplus funds.

Additional Repurchase Agreement Provisions: Market value must be calculated each time there is a substitution of collateral.

The City or its trustee shall have perfected first security interest under the Uniform Commercial Code in all securities subject to Repurchase Agreement The City may enter into Repurchase Agreements only with primary dealers of the Federal Reserve Bank of New York.

The City will have specific written agreements with each firm with which it enters into Repurchase Agreements.
• Medium-Term Corporate Notes issued by corporations organized and operating within the United States or by depository institutions licensed by the United States or any state operating within the United States. Medium-term corporate notes shall have a maximum maturity of five years, and a minimum long-term debt rating by at least two of these NRSRO’s: A2 by Moody's, A by S&P, or Aby Fitch. Purchases shall not to exceed 30% of the City's surplus funds.
• State of California Local Agency Investment Fund. Investment in LAIF may not exceed $40 million. No more than 15% of the total City investment portfolio is to be invested in LAIF.
• Negotiable Order of Withdrawal that functions as an interest bearing checking account that is fully collateralized with securities rated "AA" or higher and offered by a nationally or state-chartered bank or a State or Federal savings and loan association or by a state-licensed branch •of a foreign bank with assets exceeding $5 Billion. No more than $3,500,000 of the City investment portfolio is to be invested in this type of account.
• Supranational Debt Obligations. United States dollar-denominated senior unsecured unsubordinated obligations issued or unconditionally guaranteed by the International Bank for Reconstruction and Development of the World Bank (IBRD), International Finance Corporation (IFC), and Inter-American Development Bank (IABD), with maximum remaining maturity of five years or less, and eligible for purchase and sale within the United States. Investments must have a minimum rating of AA or better by at least two of the following NRSRO’s: Moody’s, S&P, or Fitch, and shall not exceed

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30% of the City’s surplus funds.
• Shares of beneficial interest issued by diversified management companies, that are money market funds (MMFs) registered with the Securities and Exchange Commission under the Investment Advisory Company Act of 1940 (15 U.S.C. Sec 80a-1 et seq.). To be eligible for investment pursuant to this subdivision these companies shall either (1) attain the highest ranking letter or numerical rating provided by not less than two of the three largest nationally recognized rating services or (2) have an investment advisor registered or exempt from registration with the Securities and Exchange Commission with not less than five years’ experience investing in the securities and obligations listed above and with assets in excess of $500,000,000. The MMF invests only in Treasury and Federal Government Agency securities, and in repurchase agreements backed by Treasury and Federal Government Agency securities.

The purchase price of the MMF shares shall not exceed 20% of the City's surplus funds. (Per section 53601-L)
Ineligible Investments
Any security type not specifically approved by this policy is hereby specifically prohibited.

Security types which are thereby prohibited include, but are not limited to:
• "Complex" derivative structures such as range notes, dual index notes, inverse floaters, leveraged or deleveraged floating-rate notes, or any other complex variable-rate or structured note.
• Interest only strips that are derived from a pool of mortgages, or any security that could result in zero interest accrual if held to maturity. • Asset Backed Securities
• Common Stocks
• Reverse Repurchase Agreements
Maximum Maturity
Pursuant to Government Code §53601, the City Council limits investments to securities with remaining maturity periods of no greater than five years.

Credit/Issuer Risk
The City will seek to mitigate credit risk by requiring that issuers meet specific qualifying criteria.

The following guidelines will be used to determine the distribution of funds between issuers.

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For medium term corporate notes and negotiable certificates of deposit, issuers must possess an acceptable long-term senior debt rating by at least two of the nationally recognized ratings services, i.e. Moody's, S&P's, and Fitch, as detailed below:

1. For maturities of four years or less, a minimum rating of A2 by Moody's, A by S&P, or A by Fitch.

2. For maturities of four to five years, a minimum rating of Aa3 by Moody's, AA- by S&P, or AA- by Fitch.

In the event an issuer is downgraded to below A2 (Moody's) or A (S&P or Fitch), an analysis will be prepared of the exposure to the City and a recommendation will be made regarding holding the security or a possible sale.

Market Risk
Market risk shall be addressed by diversification of security types and distribution. Percentage limitations and maturity restrictions will comply with the State of California Government Code.

Maturity distribution, particularly as impacted by changes in the yield curve will be frequently monitored by staff. Market risk will further be mitigated by limiting the portion of the portfolio investments with maturities in excess of one-year to 70%. The weighted average maturity of the portfolio shall not exceed 2.5 years. The amount of maturities required in excess of one- year and the weighted average maturity of the portfolio shall be considered at time of purchase. In the event the City’s maturity requirements fall out of compliance due to cash outflows, an analysis of the portfolio will be performed to determine if the portfolio’s maturity requirements will return naturally with time or if bonds need to be sold prior to maturity.

Diversification by Investment Type and Issuer
Percentage limitations by investment type are outlined in Section 53600 of the Government Code.

As described above the City will further diversify the portfolio by issuer, with the exception of Treasury securities, which will have no percentage limitations. The City shall seek to preserve principal by mitigating credit risk by diversifying the investment portfolio so that the failure of any one issuer or backer will not place an undue financial burden on the City. Listed below are sector and issuer limitations:

Sector
Sector
Limit
Issuer
Limit
Max
Years
Minimum Rating
(NRSROs: S&P, Moody’s, Fitch)
U.S. Treasuries 100% 100% 5 Years N/A
Federal Agencies 100% 50% 5 Years N/A
Money Market 20% 20% N/A AAA/Aaa by at least two NRSROs

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City of San Ramon
Bonds
10% 10% 5 Years Aa3 or AA- by one NRSRO
State of California
Obligations
3% 3% 5 Years Aa3 or AA- by one NRSRO
Local Agencies of
California
10% 2% 5 Years Aa3 or AA- by one NRSRO
Bankers’ Acceptances 40% 2%* 180
Days
A1/P1 by S&P or Moody’s
Commercial Paper 25% 2%* 270
Days
A1/P1/F1 and long-term A/A2/A by one
NRSRO
Negotiable CDs 30% 2%* 5 Years See page 4 for rating criteria Medium-Term Notes
30% 2%* 5 Years A/A2 less than 4 yrs, Aa-/Aa3 greater
than 4 yrs by at least two NRSROs
Supranational
Obligations (IFC, IBRD,
and IADB)
30% 5% 5 Years AA/Aa2 by at least two NRSROs
*The issuer limits for Banker’s Acceptances, Commercial Paper, Negotiable Certificates of Deposits and Medium-Term Corporate Notes shall be calculated in aggregate at time of purchase.

Sale of Securities
The City does not make investments for the purpose of trading or speculation, but buys with the prevalent intent to hold securities to maturity. The prohibition of speculative investment precludes pursuit of profit through unusual risk or conjectural fluctuations in market prices.

However, fluctuations in market rates or changes in credit quality may produce situations where securities may be sold at a nominal loss in order to mitigate further erosion of principal. Securities shall generally be held until maturity with the following exceptions:
• A security with declining credit may be sold early to minimize loss of principal. • A security swap would improve the quality, yield, or target duration in the portfolio. • Liquidity needs of the portfolio require that the security be sold.

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Brokers/Dealers
A competitive bid/offer process, utilizing a minimum of three financial institutions on the approved broker/dealer list maintained by the City or the City's Investment Advisor, will be used to place all investment purchases and sales of secondary traded issues, if possible. Some secondary issues may be offered by only one or two broker/dealers. Purchases of securities that are new issues do not require three offers.

All brokers/dealers with whom business is transacted shall be subject to regulation by the Securities and Exchange Commission. The investment advisor annually conducts a review of all broker/dealers, including their adherence to the Securities and Exchange Commission Uniform Net Capital Rule (Rule 15c3-1).

Safekeeping and Custody
The assets of the City shall be secured through third-party custody and safekeeping procedures.

Bearer instruments shall be held only through third-party institutions. Collateralized securities such as repurchase agreements shall be purchased using the delivery versus payment procedures.

Reporting Requirements
Pursuant to Government Code §53646, the Administrative Services Director shall render a quarterly investment report to the City Manager and City Council showing the type of investment, issuer, purchase date, purchase price, date of maturity, amount of deposit, coupon rate of interest, investment yield, and, for investments with a maturity exceeding 12 months, current market value, and source of market valuation. The quarterly report shall state its relationship to the adopted investment policy and shall provide assurance that the investment portfolio provides sufficient cash flow to meet the cash requirements for the following six months. The investment report shall be submitted within 30 days following the end of the quarter. Additionally, pursuant to Government Code §53607, a monthly transaction report shall be presented to the City Manager and City Council.

Performance Standards
The City portfolio is managed with the objective of obtaining a market rate of return, commensurate with identified risk constraints and cash flow characteristics. The appropriate benchmarks will be periodically reviewed by the City Council Finance Committee.

Allocation of Interest
Interest from the City's pooled investments is allocated proportionately to the City's various funds in the month it is received.

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Glossary
Agencies: Federal agency securities.

Banker’s Acceptance (BA): A draft or bill or exchange accepted by a bank or trust company.

The accepting institution guarantees payment of the bill, as well as the issuer. The drafts are drawn on a bank by an exporter or importer to obtain funds to pay for specific merchandise. An acceptance is a high grade negotiable instrument.

Benchmark: A comparative base for measuring the performance or risk tolerance of the investment portfolio. A benchmark should represent a close correlation to the level of risk and the average duration of the portfolio’s investments.

Bid: The price offered by a buyer of securities. (When you are selling securities, you ask for a bid.)
Broker: A broker brings buyers and sellers together for a commission. He/she does not take a position.

Certificate of Deposit (CD): A time deposit with a specific maturity evidenced by a certificate.

Large-denomination CD’s are typically negotiable.

Collateral: Securities, evidence of deposit or other property, which a borrower pledges to secure repayment of a loan. Also refers to securities pledged by a bank to secure deposits of public monies.

Commercial Paper: Short term unsecured promissory note issued by a corporation (including limited liability companies) to raise working capital. These negotiable instruments are purchased at a discount to par value or at par value with interest bearing. Commercial paper is issued by corporations such as General Motors Acceptance Corporation, IBM, Bank of America, etc.

Comprehensive Annual Financial Report (CAFR): The official annual report for the City. It includes combined statements for each individual fund and account group prepared in conformity with Generally Accepted Accounting Principles. It also includes supporting schedules necessary to demonstrate compliance with finance-related legal and contractual provisions, extensive introductory material and a detailed Statistical section.

Coupon: a) The annual rate of interest that a bond’s issuer promises to pay the bondholder on the bond’s face value. b) A certificate attached to a bond evidencing interest due on a payment date.

Custody: A banking service that provides safekeeping for the individual securities in a customer's investment portfolio under a written agreement which also calls for the bank to collect and pay out income, to buy, sell, receive and deliver securities when ordered to do so by the principal.

Dealer: A dealer, as opposed to a broker, acts as a principal in all transactions; buying and selling for his/her own account.

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Delivery versus Payment: There are two methods of delivery of securities: delivery versus payment and delivery versus receipt. Delivery versus payment is delivery of securities with an exchange of money for the securities. Delivery versus receipt is delivery of securities with an exchange of a signed receipt for the securities.

Derivatives: (1) Financial instruments whose return profile is linked to, or derived from, the movement of one or more underlying index or security, and may include a leveraging factor, or (2) financial contracts based upon notional amounts whose value is derived from an underlying index or security (interest rates, foreign exchange rates, equities or commodities).

Diversification: Dividing investment among a variety of securities offering independent returns with the objective of lowering risk.

Federal Deposit Insurance Corporation (FDIC): A Federal agency that insures bank deposits, currently up to $250,000 per deposit.

Federal Home Loan Banks (FHLB): Government sponsored wholesale banks which lend funds and provide correspondent banking services to member commercial banks, thrifty institutions, credit unions and insurance companies. The mission of the FHLBs is to liquefy the housing related assets of its members who must purchase stock in their district Bank.

Federal Home Loan Mortgage Corporation (FHLMC): The FHLMC was created under the Federal Home Loan Mortgage Act, Title III of the Emergency Home Finance Act of 1970 as a stockholder owned government-sponsored enterprise. Freddie Mac, as the corporation is called, is charged with providing stability and assistance to the secondary home mortgage market by buying first mortgages and participation interests and reselling these securities in the form of guaranteed mortgage securities. Although agency obligations are not explicitly guaranteed by the federal government, the rating agencies believe that in the unlikely event of financial difficulties, the federal government will support the agency to the extent necessary to provide for full and timely payment on their securities.

Federal National Mortgage Association (FNMA): FNMA, like GNMA was chartered under the Federal National Mortgage Association Act in 1938. FNMA is a federal corporation working under the auspices of the Department of Housing and Urban Development (HUD). It is the largest single provider of residential mortgage funds in the United States. Fannie Mae, as the corporation is called, is a private stockholder-owned corporation. The corporation’s purchases include a variety of adjustable mortgages and second loans, in addition to fixed-rate mortgages. FNMA’s securities are also highly liquid and are widely accepted. FNMA assumes and guarantees that all security holders will receive timely payment of principal and interest.

Federal Reserve System: The central bank of the United States created by congress and consisting of a seven-member Board of Governors in Washington, D.C.; 12 regional banks and approximately 38 percent of the 8,039 commercial banks in the United States are members of the Federal Reserve System. National banks must be members; state-chartered banks may join if they meet certain requirements.

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Interest Rate: The annual yield earned on an investment, expressed as a percentage.

Liquidity: A liquid asset is one that can be converted easily and rapidly into cash without a substantial loss of value. A security is said to be liquid if the spread between bid and asked prices is narrow and a reasonable size can be done at those quotes.

Market Value: The price at which a security is trading and could presumably be purchased or sold.

Maturity: The date upon which the principal or stated value of an investment becomes due and payable.

Money Market: A segment of the financial market in which short-term debt instruments (bills, commercial paper, bankers’ acceptances, etc.) are traded.

Municipal Securities of Local Agencies: Debt securities issued by states, cities, counties and other governmental entities to fund day-to-day obligations and to finance capital projects. The purchase of municipal securities is a loan to the bond issuer in exchange for regular interest payments and the return of the original investment.

Nationally Recognized Statistical Rating Organization (“NRSRO”): Firms that review and assess the creditworthiness of an obligor as an entity or with respect to specific securities or money market instruments and express their opinion in the form of a letter rating. A credit rating agency may apply to the SEC for registration as a nationally recognized statistical rating organization (“NRSRO”). The primary rating agencies are Standard & Poor’s Corporation, Moody’s Investor Services, Inc. and Fitch, Inc.

Negotiable Certificates of Deposit: Unsecured obligations of the financial institution, bank or savings and loan, bought at par value with the promise to pay face value plus accrued interest at maturity. They are high-grade negotiable instruments, paying a higher interest rate than regular certificates of deposit.

Offer: The price asked by a seller of securities. (When you are buying securities, you ask for an offer.) See “Asked” and “Bid”.

Portfolio: Collection of securities held by an investor.

Primary Dealer: A group of government securities dealers who submit daily reports of market activity and positions and monthly financial statements to the Federal Reserve Bank of New York and are subject to its informal oversight. Primary dealers include Securities and Exchange Commission (SEC)-registered securities broker/dealers, banks and a few unregulated firms.

Rate of Return: The yield obtainable on a security based on its purchase price or its current market price. This may be the amortized yield to maturity; on a bond, the current income return.

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Repurchase Agreement (RP OR REPO): A holder of securities sells these securities to an investor with an agreement to repurchase them at a fixed date. The security “buyer” in effect lends the “seller” money for the period of the agreement, and the terms of the agreement are structured to compensate him for this.

Risk: Degree of uncertainty of return on an asset.

Safekeeping: A service to customers rendered by banks for a fee whereby securities and valuables of all types and descriptions are held in the bank’s vaults for protection.

Structured Notes: Notes issued by Government Sponsored Enterprises (FHLB, FNMA, FHLMC, etc.) and Corporations, which have imbedded option (e.g. call features, step-up coupons, floating rate coupons, derivative-based returns) into their debt structure. Their market performance is impacted by the fluctuation of interest rates, the volatility of the imbedded options and shifts in the shape of the yield curve.

Securities & Exchange Commission: Agency created by Congress to protect investors in securities transactions by administering securities legislation.

SEC Rule 15C3-1: See “Uniform Net Capital Rule”.

Supranational Securities: A supranational organization is formed by a group of countries through an international treaty with specific objectives such as promoting economic development.

Supranational organizations also issue debt in the United States. The most commonly recognized supranational debt is issued by the International Bank for Reconstruction and Development (IBRD or World Bank).

Treasury Bills: A non-interest bearing discount security issued by the U.S. Treasury to finance the national debt. Most bills are issued to mature in three months, six months, or one year.

Treasury Bond: Long-term U.S. Treasury securities having initial maturities of more than 10 years.

Treasury Notes: Intermediate-term coupon bearing U.S. Treasury having initial maturities of from one year to ten years.

Trustee: A financial institution with powers to act in a fiduciary capacity for the benefit of the bondholders in enforcing the terms of the bond contract.

Uniform Net Capital Rule: Securities and Exchange Commission requirement that member firms as well as nonmember broker/dealers in securities maintain a maximum ratio of indebtedness to liquid capital of 15 to 1; also called net capital rule and net capital ratio. Indebtedness covers all money owed to a firm, including margin loans and commitments to purchase securities, one reason new public issues are spread among members of underwriting syndicates. Liquid capital includes cash and assets easily converted into cash.

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Yield: The rate of annual income return on an investment, expressed as a percentage. (a) Income Yield is obtained by dividing the current dollar income by the current market price for the security. (b) Net Yield or Yield to Maturity is the current income yield minus any premium above par or plus any discount from par in purchase price, with the adjustment spread over the period from the date of purchase to the date of maturity of the bond.

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CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Christina Franco, City Clerk
By: Christina Franco, City Clerk
SUBJECT: RESOLUTION NO. 2024-071 - Requesting and Consenting to Consolidation of Elections and Setting Specifications of the Election Order for the November 5, 2024 Municipal Election

RECOMMENDED ACTION
Staff recommends that the City Council adopt this Resolution requesting and consenting to consolidation of elections and setting specifications of the election order for the November 5, 2024 Municipal Election.

BACKGROUND/DISCUSSION
The City Council may, by resolution, request the County elections official to render specified services to the City relating to the conduct of an election. The resolution shall specify the services requested (Elections Code Section 10002) including the request and consent to the consolidation and set the specifications of the election order.

This Resolution authorizes the Contra Costa County Elections Division to administer the November 5, 2024 Municipal Election in San Ramon. The City agrees to compensate the County for expenses incurred in this election. Additionally, this Resolution: provides a policy regarding candidate statements to be distributed in voter information pamphlets; requests election consolidation; specifies the available offices; publishes the Notice of Election; and specifies the action to be taken in the event of a tie vote.

This Resolution also includes the requirements for the candidate statement that are: that the candidate statement shall not exceed 400 words; guidelines for the structure of the statement; and that the candidate will be responsible of the cost of the candidate statement.

In order to authorize the Contra Costa Elections Division to administer the November 5, 2024 Municipal Election, the City Council must adopt this Resolution and direct the City Clerk to submit a certified copy of this Resolution to the Registrar of Voters and the County Board of Supervisors.

FISCAL ANALYSIS

5.4 Packet Pg. 86
The City agrees to compensate the County for expenses incurred in this election. All costs associated with the production of the candidate statements will be borne by the candidate.

STEPS FOLLOWING APPROVAL
If the City Council adopts this Resolution, the City Clerk will forward a certified copy of this Resolution to the Registrar of Voters and the County Board of Supervisors no later than July 3, 2024.

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RESOLUTION NO. 2024-071

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

REQUESTING AND CONSENTING TO CONSOLIDATION OF ELECTIONS AND SETTING SPECIFICATIONS OF THE ELECTION ORDER FOR THE NOVEMBER 5, 2024 MUNICIPAL ELECTION
WHEREAS, the City Council has ordered a Municipal Election to be held on Tuesday, November 5, 2024 to fill certain municipal offices; and WHEREAS, other elections may be held in whole of in part of the territory of the City and it is to the advantage of the City to consolidate pursuant to Elections Code Section 10002; and
WHEREAS, Elections Code Section 10002 requires the City to reimburse the County in full for the services performed upon presentation of a bill to the City by the County Elections Official; and
WHEREAS, Elections Code Section 13307 requires that before the nominating period opens, the governing body must determine whether a charge shall be levied against each candidate submitting a candidate’s statement to be sent to the voters; and may establish the cost; and determine whether the cost be paid in advance; and
WHEREAS, Elections Code Section 12101 requires the publication of a Notice of Election once in a newspaper of general circulation in the City or if there is no newspaper of general circulation published and circulated in the City, the Notice shall be posted conspicuously in at least three public places in the City.

NOW, THEREFORE, IT IS ORDERED, that an election be held in accordance with the following specifications:

1. The election shall be held on Tuesday, the 5th day of November 2024. The purpose of the election is to choose successors for the following offices:

Mayor At-Large Two Year Term, November 2024-2026
Council Member District 1 Four Year Term, November 2024-2028 Council Member District 3 Four Year Term, November 2024-2028

2. The City Council hereby requests and consents to the consolidation of this election with other elections which may be held in whole or in part of the territory of the City as provided in Elections Code 10002 et seq.

3. The City will reimburse the County for the actual cost incurred in conducting the election upon receipt of a bill stating the amount due as determined by the Elections Official.

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4. The City Council has determined that:
a) The candidate statement shall not exceed 400 words.
b) The format and structure of the candidate statement may be composed by the candidate, but must comply with the 400 word limit, fit within the allotted space on the voter information pamphlet page, and shall meet the type size specifications of the Contra Costa County Elections Department. c) Candidates will be charged a flat rate of the cost of producing and distributing the voter pamphlets as determined by the County Elections. d) The City Clerk shall not provide for the distribution of additional candidate material.
e) Candidates will be required to pay the cost at the time the candidate statement is submitted to the City Clerk.

5. The City Clerk shall post the Notice of Election in three public places in the City.

6. In the event of a tie vote, the successful candidate shall be determined by lot as provided in Elections Code Section 15651(b).

7. The City directs that a certified copy of this Resolution be forwarded to the Registrar of Voters and to the Board of Supervisors of Contra Costa County.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 25, 2024 by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________
David E. Hudson, Mayor
ATTEST:
_________________________
Christina Franco, City Clerk

5.4 Packet Pg. 89

CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Mae Mlyniec, Administrative Analyst
SUBJECT: RESOLUTION NO. 2024-072 - Authorizing the Mayor to Execute a OneYear Revenue Sharing Agreement for Tennis Instruction with Akshay Arora (Dba Arora Tennis) with Projected Payments Not to Exceed $362,230

RECOMMENDED ACTION
Staff recommends adoption of this Resolution, authorizing the Mayor to execute a one-year revenue sharing agreement for Tennis Instruction with Akshay Arora (dba Arora Tennis) with projected payments not to exceed $362,230.

BACKGROUND/DISCUSSION
The City began offering tennis classes with instructor, Akshay Arora (dba Arora Tennis), in 2017. The program has been very successful and continues to generate high rates of participation. Based on the positive track record and evaluations from participants, the Parks and Community Services Department wishes to continue to contract with Arora Tennis for the 2024- 25 year.

Resolution 2024-051 (Fee Resolution) authorizes the Parks and Community Services Department to charge fees for participation in classes, programs, activities, and events based on:
● Comparable fees in other cities, recreation districts, and colleges ● Session length and length of class time per meeting
● Revenue sharing agreements with contracted instructors ● The cost to the City for providing such services
● City Council direction on recovered costs
● Discounts offered as incentives to increase program participation, facility rentals, and revenues
● An available scholarship program to address the needs of residents who may not be able to afford programs
● The value and benefit of such services to the San Ramon Community Fees are collected for the classes and split with the contractors on a percentage basis. Currently, the revenue split is 60% Arora Tennis, 40% City. At the April 23, 2024 City Budget Workshop, all City departments presented proposed cuts to decrease the FY2024-25 budget shortfall. Parks

5.5 Packet Pg. 90
and Community Services was tasked with identifying 10% of potential departmental budget cuts.

One of these cuts was to modify the revenue split of both tennis instructors, which was approved by the City Council. The instructor has agreed to restructure their classes and reduce their revenue split over time, reaching a 50% split by Spring 2025 quarter.

FISCAL ANALYSIS
Due to the continuing growth of these programs, the annual contracted payments are expected to exceed the $100,000 annual limit for City Manager authorization and therefore, require approval of the City Council on an annual basis. The FY 2024/25 Parks and Community Services Department’s budget continues to exclude expenditures related to instructor contract services due to the accounting methodology, which only shows net revenue for the instructor contract services in the budget. All instructor contract payments will be paid from the corresponding revenue account. Should the instructors’ projected earnings exceed the forecasted amount, revenues collected serve to offset such increased earnings.

STEPS FOLLOWING APPROVAL
Staff will prepare an annual contract for this instructor per the established Purchasing and Procurement Policy.

5.5 Packet Pg. 91
RESOLUTION NO. 2024-072

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE A ONE-YEAR REVENUE SHARING

AGREEMENT FOR TENNIS INSTRUCTION WITH AKSHAY ARORA (DBA ARORA TENNIS) WITH PROJECTED PAYMENTS NOT TO EXCEED $362,230
WHEREAS, the City of San Ramon’s Parks and Community Services Department offers classes and programs through revenue sharing agreements with contracted instructors; and WHEREAS, The City of San Ramon’s purchasing policy requires City Council approval for any expenditures in an amount exceeding $100,000 annually; and WHEREAS, Akshay Arora (dba Arora Tennis) currently provides classes for the City under such an agreement; and
WHEREAS, the Parks and Community Services approved 2024-25 Annual Budget includes the funds for this agreement.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute a one-year revenue sharing agreement for tennis instruction with Akshay Arora in an amount not to exceed $362,230.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 25, 2024 by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
David E. Hudson, Mayor
ATTEST:
________________________
Christina Franco, City Clerk

5.5 Packet Pg. 92

CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Mae Mlyniec, Administrative Analyst
SUBJECT: RESOLUTION NO. 2024-073 - Authorizing the Mayor to Execute a OneYear Revenue Sharing Agreement for Tennis Instruction with Joyce Bonasera (Dba Bonasera Tennis) with Projected Payments Not to Exceed $286,110

RECOMMENDED ACTION
Staff recommends adoption of this Resolution, authorizing the Mayor to execute a one-year revenue sharing agreement for Tennis Instruction with Joyce Bonasera (dba Bonasera Tennis) with projected payments not to exceed $286,110.

BACKGROUND/DISCUSSION
The City began offering tennis classes with instructor, Joyce Bonasera (dba Bonasera Tennis), in 2017. The program has been very successful and continues to generate high rates of participation. Based on the positive track record and evaluations from participants, the Parks and Community Services Department wishes to continue to contract with Bonasera Tennis for the 2024-25 year.

5.6 Packet Pg. 93

STEPS FOLLOWING APPROVAL
Staff will prepare an annual contract for this instructor per the established Purchasing and Procurement Policy.

5.6 Packet Pg. 94
RESOLUTION NO. 2024-073

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE A ONE-YEAR REVENUE SHARING

AGREEMENT FOR TENNIS INSTRUCTION WITH JOYCE BONASERA (DBA BONASERA TENNIS) WITH PROJECTED PAYMENTS NOT TO EXCEED $286,110 WHEREAS, the City of San Ramon’s Parks and Community Services Department offers classes and programs through revenue sharing agreements with contracted instructors; and WHEREAS, The City of San Ramon’s purchasing policy requires City Council approval for any expenditures in an amount exceeding $100,000 annually; and WHEREAS, Joyce Bonasera (dba Bonasera Tennis) currently provides classes for the City under such an agreement; and
WHEREAS, the Parks and Community Services approved 2024-25 Annual Budget includes the funds for this agreement.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 25, 2024 by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
David E. Hudson, Mayor
ATTEST:
________________________
Christina Franco, City Clerk

5.6 Packet Pg. 95

CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Brad Morris, Division Manager
SUBJECT: RESOLUTION NO. 2024-074 - Authorizing the City Manager to Sign Exhibit C – Lease Supplement No. 12 to the San Ramon Library Lease Agreement Between the City of San Ramon and Contra Costa County for the Operation of the San Ramon Library and Approve the Amount of $128,347 for July 1, 2024 – June 30, 2025

RECOMMENDED ACTION
Staff recommends that the City Council approve this Resolution authorizing the City Manager to execute Exhibit C - Lease Supplement No. 12 to the San Ramon Library Lease Agreement between the City of San Ramon and Contra Costa County for the Operation of the San Ramon Library and approve the amount of $128,347 for July 1, 2024 - June 30, 2025.

BACKGROUND/DISCUSSION
The City of San Ramon and Contra Costa County Library entered into the first Library Use and Maintenance Agreement in October 1989 commensurate with the opening of the San Ramon Library at 100 Montgomery Street. The original agreement was amended in March 1994 and added additional terms relative to the City’s contribution to expanded hours of service. A new 99-year term was established for the agreement from March 1994 to March 2093.

In August 2005, a new Lease Agreement, with the same terms as the presiding agreements, was executed, with the City responsible for maintenance and repair of the City-owned library building, and the County responsible for utilities, refuse collection, and reimbursement to the City for janitorial costs. The term of the new lease agreement was through December 2087 in keeping with the original 99-year agreement.

On January 25, 2011, the current Lease Agreement replaced the 2005 Lease Agreement and was approved by City Council with Resolution 2011-013. Under the current lease agreement, the City is responsible for maintenance and repair of the building, utilities, refuse collection, and janitorial costs of approximately $351,844 annually. The City is also responsible for the reimbursement for additional hours of staffing above the baseline of 40 hours each week currently funded by the County. The County updated the number of “Base Hours” to 40 hours of service to the community on July 1, 2021 (Lease supplement No. 9).

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The initial term of the agreement was effective from January 25, 2011, to June 30, 2011, with automatic renewals yearly unless written notice is given by either party of their intent to terminate at least one year in advance.

Exhibit C of the San Ramon Library Lease Agreement has been amended annually to reflect the schedule of costs for FY 12/13, 13/14, 14/15, 15/16, 17/18, 18/19, 19/20, 20/21, 21/22, 22/23, and 23/24. There was no amendment in FY 16/17 due to the renovation of the San Ramon Library.

The City will continue to be responsible for the annual facility and maintenance costs, as well as to cover the cost of the six “Extra Hours,” bringing the total “Actual Hours” of services at the San Ramon Library to 46 hours. In addition, in 2023 the County began billing the City annually for technology equipment replacement which is included in the annual agreement but had not been charged by the County until 2023. The anticipated cost for the technology equipment replacement for 2024/25 is $20,548.

FISCAL ANALYSIS
The City’s obligation, including the six additional hours, is $107,789, and the technology equipment replacement cost is $20,548 for a total of $128,347 for the period of July 1, 2024 - June 30, 2025. Funding for 2024/25 Library services is included in the Parks and Community Services Department proposed 2024-25 Operating Budget. Future fiscal impacts to the City are not known at this time and will be considered annually via the City and County budget process.

This exhibit is for one year only.

STEPS FOLLOWING APPROVAL
Staff will work with the Contra Costa County Library administration to finalize Exhibit C - Lease Supplement No. 12 for execution by the City Manager for San Ramon Library Services.

ATTACHMENT
Exhibit C: Lease Supplement No. 12 to the San Ramon Library Lease Agreement

5.7 Packet Pg. 97
RESOLUTION NO. 2024-074

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE CITY MANAGER TO SIGN EXHIBIT C – LEASE
SUPPLEMENT NO. 12 TO THE SAN RAMON LIBRARY LEASE AGREEMENT

BETWEEN THE CITY OF SAN RAMON AND CONTRA COSTA COUNTY FOR THE

OPERATION OF THE SAN RAMON LIBRARY AND APPROVE THE AMOUNT OF $128,347 FOR JULY 1, 2024 – JUNE 30, 2025
WHEREAS, it is in the best interests of the City of San Ramon and Contra Costa County to operate the San Ramon Library as a joint use facility; and WHEREAS, the San Ramon Library Lease Agreement between the City of San Ramon and Contra Costa County for the Operation of the San Ramon Library was approved by City Council with Resolution 2011-013; and
WHEREAS, Exhibit C of the San Ramon Library Lease Agreement has been amended annually to reflect the schedule of costs for FY 12/13, 13/14, 14/15, 15/16, 17/18, 18/19, 19/20, 20/21, 21/22, 22/23, and 23/24 (there was no amendment in FY 16/17 due to the renovation of the San Ramon Library); and
WHEREAS, Exhibit C - Lease Supplement No. 12 to the San Ramon Library Lease Agreement supersedes all previous amendments to Exhibit C and commits the City of San Ramon and Contra Costa County to support the library through funding and operations as determined by the joint use library plan and the goals of each agency; and WHEREAS, under Exhibit C - Lease Supplement No. 12 to the San Ramon Library Lease Agreement, Contra Costa County will provide forty hours of baseline library services to the Community at the San Ramon Main Library; and
WHEREAS, under Exhibit C - Lease Supplement No. 12 to the San Ramon Library Lease Agreement, the City of San Ramon will fund six additional hours of library services to supplement the baseline hours and the cost of technology upgrades, and will provide routine and annual maintenance at the San Ramon Main Library; and WHEREAS, the City of San Ramon proposed 2024/25 Program of Services includes funding to supplement operating hours, technology upgrades and maintenance for one year at the San Ramon Library.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize and direct the City Manager to execute Exhibit C - Lease Supplement No. 12 to the Lease Agreement between the City of San Ramon and Contra Costa County for the joint use of the San Ramon Library.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 25, 2024 by the

5.7 Packet Pg. 98
following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
David E. Hudson, Mayor
ATTEST:
________________________
Christina Franco, City Clerk
Exhibit C: Lease Supplement No. 12 to the San Ramon Library Lease Agreement

5.7 Packet Pg. 99

5.7.a
Packet Pg. 100
Attachment: Exhibit C: Lease Supplement No. 12 to the San Ramon Library Lease Agreement (2024-074 : San Ramon Library Agreement)

CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Brad Morris, Division Manager
SUBJECT: RESOLUTION NO. 2024-075 - Authorizing the City Manager to Sign Exhibit a – Lease Supplement No. 5 to the Dougherty Station Library Lease and Services Agreement Between the City of San Ramon and Contra Costa County for the Operation of the Dougherty Station Library and Approve an Amount of $76,407.00 for July 1, 2024 – June 30, 2025

RECOMMENDED ACTION
Staff recommends that the City Council approve this Resolution authorizing the City Manager to execute Exhibit A - Lease Supplement No. 5 to the Dougherty Station Library Lease and Service Agreement between the City of San Ramon and Contra Costa County for the Operation of the Dougherty Station Library and approve an amount of $76,407.00 for July 1, 2024 - June 30, 2025.

BACKGROUND/DISCUSSION
The City of San Ramon, Contra Costa County, and Contra Costa Community College District entered into the first Dougherty Station Library Memorandum of Understanding in June 2007 and set forth the responsibilities of the parties in the administration, funding, and continuing development of the Dougherty Station Library. The MOU has been amended annually to reflect the schedule of costs for every year. The Contra Costa Community College paid annually a portion of the personnel costs, including one half-time Library Specialist, to increase hours of operation from the 35 baseline hours provided by the County to 50 hours a week, at a cost not to exceed $100,000. The City-funded any additional hours at DSL that exceed the $100,000 being contributed by the community college. The City also covers the cost of facility maintenance and utilities in the amount of approximately $206,746 annually.

The Community College District officially gave notice to the County and the City that they would no longer be participating in the agreement as of January 1, 2021. The Community College District built a separate library facility on campus to meet the needs of the students, faculty, and the Community.

On May 11, 2021, the San Ramon City Council approved Resolution No. 2021-065, authorizing the City Manager to enter into a new agreement with Contra Costa County for the operations of the Dougherty Station Library. The new agreement uses the same template both parties agreed to

5.8 Packet Pg. 101
for the operation of the San Ramon Library with some modifications to address the differences between the two libraries. This is the same agreement the County uses for other agencies they partner with for Library Services within the region.

In 2021, the County modified the “Base Hours” to 40 hours of service to the community. This was an increase of five additional hours of services. The City will continue to be responsible for the annual facility and maintenance costs and to cover the cost for the six “Extra Hours” bringing the total “Actual Hours” of services at the Dougherty Station Library to 46 hours. In addition, in 2023 the County began billing the City annually for technology equipment replacement, which is included in the annual agreement but had not been charged by the County until 2023. The anticipated cost for the technology equipment replacement for 2024/25 is $13,413.

Annual modification for each renewal term will continue to be handled through the Lease Supplement. The Lease Supplement will set forth the number of “Base Hours” the County will provide in the upcoming fiscal year, the number of “Extra Hours” of library services the City would like to provide, resulting in the number of “Actual Hours” and the cost of the City’s obligation.

FISCAL ANALYSIS
The City’s obligation for the six additional hours is $62,994 and the technology equipment replacement cost is $13,413 for a total of $76,407 for the period of July 1, 2024, to June 30, 2025. Funding for the Dougherty Station Library Services is included in the Parks and Community Services Department proposed 2024-25 Operating Budget. Future fiscal impacts to the City are not known at this time and will be considered annually via the City and County budget process. This exhibit is for one year only.

STEPS FOLLOWING APPROVAL
Staff will work with Contra Costa County Library administration to finalize the Dougherty Station Library Lease Supplement agreement for execution by the City Manager between the City of San Ramon and Contra Costa County.

ATTACHMENT
Exhibit A: Lease Supplement No. 5 to the Dougherty Station Library Lease Agreement

5.8 Packet Pg. 102
RESOLUTION NO. 2024-075

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE CITY MANAGER TO SIGN EXHIBIT A – LEASE
SUPPLEMENT NO. 5 TO THE DOUGHERTY STATION LIBRARY LEASE AND

SERVICES AGREEMENT BETWEEN THE CITY OF SAN RAMON AND CONTRA

COSTA COUNTY FOR THE OPERATION OF THE DOUGHERTY STATION LIBRARY AND APPROVE AN AMOUNT OF $76,407.00 FOR JULY 1, 2024 – JUNE 30, 2025
WHEREAS, it is in the best interests of the City of San Ramon and Contra Costa County to operate the Dougherty Station Library as a joint use facility; and WHEREAS, on May 11, 2021, the San Ramon City Council approved Resolution No. 2021-065, authorizing the City Manager to enter into the Dougherty Station Library Lease Agreement (“Lease Agreement”); and
WHEREAS, Exhibit A - Lease Supplement No. 5 to the Lease Agreement supersedes Lease Supplement No. 4 to the Lease Agreement, committing the City of San Ramon and Contra Costa County to support the library through funding and operations as determined by the joint use library plan and the goals of each agency; and WHEREAS, Under the terms of Exhibit A - Lease Supplement No. 5 to the Lease Agreement, Contra Costa County will provide forty hours of baseline library services to the Community at the Dougherty Station Library; and
WHEREAS, Under the terms of Exhibit A - Lease Supplement No. 5 to the Lease Agreement, the City will fund; six additional hours of library services to supplement the baseline hours, cost of technology upgrades and provide routine and annual maintenance at the Dougherty Station Library; and
WHEREAS, the City of San Ramon proposed 2024/25 Program of Services includes funding to supplement operating hours, technology upgrades and maintenance for one year at the Dougherty Station Library.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize and direct the City Manager to execute Exhibit A - Lease Supplement No. 5 to the Lease Agreement between the City of San Ramon and Contra Costa County for the joint use of the Dougherty Station Library.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 25, 2024 by the following votes:

AYES:

5.8 Packet Pg. 103
NOES:

ABSENT:

ABSTAIN:
________________________
David E. Hudson, Mayor
ATTEST:
________________________
Christina Franco, City Clerk
Exhibit A: Lease Supplement No. 5 to the Dougherty Station Library Lease Agreement

5.8 Packet Pg. 104

5.8.a
Packet Pg. 105
Attachment: Exhibit A: Lease Supplement No. 5 to the Dougherty Station Library Lease Agreement (2024-075 : Dougherty Station Library

CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Mae Mlyniec, Administrative Analyst
SUBJECT: RESOLUTION NO. 2024-076 - Authorizing the Mayor to Execute Amendment No. 3 to the Agreement (C2021-048) with RydeTrans for Senior Citizens’ Transportation Services, Authorizing a Time Extension to June 30, 2025, and Authorizing Additional Funds of $16,789 for a Cumulative Four Year Total Not to Exceed $197,469

RECOMMENDED ACTION
Staff recommends that the City Council adopt this resolution authorizing the Mayor to execute Amendment No. 3 to the Agreement (C2021-048) with RydeTrans for Senior Citizens’ Transportation Services, authorizing a time extension to June 30, 2025, and authorizing additional funds of $16,789 for a cumulative four-year total not to exceed $197,469.

BACKGROUND/DISCUSSION
The City of San Ramon’s senior citizen transportation program began in the early 1990s, when the County Connection reduced its service route throughout the City, and the Senior Advisory Committee and staff became aware of many senior citizens who could no longer drive their vehicles and therefore were unable to access programs and services provided at the Center. In 2014, the City received grant funding of $130,000 for one 7-passenger van and one 16-passenger van from the Federal Transit Administration Section 5310 Elderly and Disabled Specialized Grant Program. During this time, the City utilized volunteer drivers; however, staffing issues arose and led to cancelled service. Staff recommended that the City contract these transportation services to ensure the highest quality services for residents and provide better consistency than could be accomplished with volunteers.

In November 2013, the Senior Advisory Committee presented its annual report to the Parks & Community Services Commission and the City Council, stating their concerns regarding the lack of volunteer drivers for the Senior Express Van program. At that time, the committee submitted two annual goals to help improve the program 1) work with staff on recruiting volunteer drivers, and 2) research local transportation needs of San Ramon Seniors and provide input to the Transportation Advisory Committee.

The 2014/15 approved Operating Budget included a Major Action Plan to improve reliability of the Senior Express Van program through utilizing contract or employee drivers to maximize use

5.9 Packet Pg. 106
of vans and avoid cancellation of the programs. After exploring the two options, the Department staff recommended that a contract service would be more reliable than employee drivers. The approach also limited the City’s liability in that the drivers are not city employees or volunteers, and the training and technical abilities of the drivers would be enhanced by using a professional transportation contractor. In September 2014, the City commenced service utilizing contract drivers to perform the duties for the Senior Express Van program.

On January 25, 2021, the City advertised the Request for Qualifications (RFQ) on the City website, and notified twelve (12) firms in the transportation business that the City would be accepting statements of qualifications to provide senior citizen transportation services. On February 19, 2021, a Pre-Submittal meeting was held via Zoom with four firms attending.

The City received statements of qualifications from the following four qualified vendors by the due date of February 25, 2021:

1. A-Para Transit Corp. (Name changed to RydeTrans)

2. Black Tie Transportation

3. MV Transportation, Inc.

4. Michael’s Transportation Services, Inc.

A selection panel consisting of City staff (Recreation Supervisor at the Alcosta Senior and Community Center, Program Manager of Senior Services, and the City of San Ramon’s Transportation Division Manager) rated each statement of qualification. Each vendor was rated on the following criteria:

1. General Qualifications

2. Relevant Experience

3. Proposed Staffing

4. Pricing

5. Proposed Approach

6. References

7. Interview (if requested)
Following the first round of review, the two highest scoring vendors, RydeTrans and MV Transportation, Inc., were selected to participate in an interview with City staff. While both vendors demonstrated the capability to meet or exceed the requirements of the Parks and Community Services Department, the team found that RydeTrans presented the best overall service exhibiting the ability to perform the required responsibilities in a superior format as compared to the other respondents. RydeTrans scored highest overall in all categories previously mentioned. Most notably, RydeTrans will provide tablets for each passenger van and software that will determine trip routes, provide electronic route manifests and routes, and allow City staff to track the vehicles while in service. RydeTrans will provide training to City staff on how to utilize the software. Additionally, RydeTrans has demonstrated an extensive driver training process for new staff, including enhanced safety training from the Transit & Paratransit Company (TAPTCO). All RydeTrans drivers will continually receive regular trainings from the corporation.

5.9 Packet Pg. 107
The City Council authorized the Mayor to enter into a two-year agreement in the amount of $119,311.00 with the option to renew for three successive one-year terms for professional senior citizens transportation services within CITY limits by adopting Resolution No. 2021-067 on May 25, 2021. On June 27, 2023, the City Council adopted Resolution No. 2023-073, authorizing execution of Amendment No. 1 to the original Agreement for additional funds of $61,369.00 for a cumulative 3-year Agreement amount not-to-exceed $180,680.00, then adopted Resolution No. 2023-098 on September 13, 2023, authorizing execution of Amendment No. 2 to the original Agreement, for correcting the hourly rate for drivers using city-owned vehicles for senior passengers to $59.91.

RydeTrans has done an acceptable job, and staff recommends extending the agreement and authorizing additional funds of $16,789 for a 4-year cumulative total not to exceed $197,469.

The term for Amendment No. 3 would conclude on June 30, 2025.

FISCAL ANALYSIS
The City has paid RydeTrans a cumulative total of $114,719 for senior citizen transportation services from July 2021 to May 2024. The estimated remaining payments for this 2023/24 fiscal year are $9,000. The requested contract amount for FY2024/25, including a 25% contingency, is $73,750. Due to savings from unused contract funds from Amendment No. 1, Staff is requesting additional funds be authorized in the amount of $16,789 for Amendment No. 3.

Payments to RydeTrans to date: $114,719
Estimated payments through 6/30/24: + $9,000
Sub-total: $123,719
Amendment No. 1 (FY23-24) request: $180,680
Minus payments through 6/30/24: - $123,719
Unused funds from Am. No. 1: $56,961
2024/25 Contract + 25% contingency: $73,750
Minus unused funds from Am. No. 1: - $56,961
Amendment No. 3 Request: $16,789
The FY 2024/25 Parks and Community Services Department’s budget includes the projected revenue to help offset this expense.

STEPS FOLLOWING APPROVAL
Staff will prepare the contract for RydeTrans per the established Purchasing and Procurement Policy.

5.9 Packet Pg. 108
RESOLUTION NO. 2024-076

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE MAYOR TO EXECUTE AMENDMENT NO. 3 TO THE AGREEMENT (C2021-048) WITH RYDETRANS FOR SENIOR CITIZENS’ TRANSPORTATION SERVICES, AUTHORIZING A TIME EXTENSION TO JUNE 30, 2025, AND AUTHORIZING ADDITIONAL FUNDS OF $16,789 FOR A CUMULATIVE FOUR YEAR TOTAL NOT TO EXCEED $197,469
WHEREAS, the CITY previously entered into an Agreement with RydeTrans for Senior Citizens’ Transportation Services on June 8, 2021 for $119,311.00; and WHEREAS, the City Council adopted Resolution No. 2023-073 on June 27, 2023 authorizing execution of Amendment No. 1 to the Agreement for additional funds of $61,369.00 for a cumulative 3-year Agreement amount not-to-exceed $180,680.00; and WHEREAS, the City Council adopted Resolution No. 2023-098 on September 13, 2023, authorizing execution of an Amendment No. 2 to the Agreement for correcting the hourly rate for drivers using city-owned vehicles for senior passengers to $59.91; and WHEREAS, CITY desires to extend the terms of the Agreement, including the amendments, to June 30, 2025 and authorize additional funds of $16,789 for a cumulative 4-year Agreement amount not to exceed $197,469.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute Amendment No. 3 to the agreement (C2021- 048) with RydeTrans for Senior Citizens’ Transportation Services, authorizing additional funds of $16,789.00 for a cumulative four-year total not to exceed $197,469.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 25, 2024 by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
David E. Hudson, Mayor
ATTEST:

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________________________
Christina Franco, City Clerk

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CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Denton Carlson, Police Chief
By: Leysy Pelayo, Lieutenant
SUBJECT: RESOLUTION NO. 2024-077 - Authorizing the Mayor to Execute the Master Services and Purchasing Agreement with Flock Safety and Authorizing a Statement of Work for the Equipment, Software, Licensing, and Installation, for an Amount Not to Exceed $851,500

EXECUTIVE SUMMARY
On April 28, 2020, City Council authorized the Mayor to Execute Agreements with Lehr Auto Electric, Flock Safety, and Edgeworth Integration, LLC, to install fixed Automated License Plate Readers (ALPR) and situational awareness cameras (Sitcams) in San Ramon (RESOLUTION NO. 2020-034), in an amount not to exceed $1,277,027.

The contract with Flock Safety has lapsed (Contract #C2020-013). However, the technology has been implemented and is currently in place in San Ramon. For these reasons, the San Ramon Police Department requests authorization to enter into a new agreement with Flock Safety for the duration of five years. The expiration of the contract would expire tentatively on 6/30/2029.

In July 2023, the San Ramon Police Department applied for $5,616,613 in funding through the Organized Retail Theft Prevention Grant Program administered by the California Board of State and Community Corrections (BSCC). The City Council acknowledged and authorized this grant funding application during the City Council meeting held on July 25, 2023 (RESOLUTION NO. 2023-083).

In September 2023, the San Ramon Police Department was awarded $5,616,613 in funding by the BSCC under the Organized Retail Theft Prevention Grant Program. The funds authorized through this grant will be available to the San Ramon Police Department through the 2026/27 fiscal year.

Included in the San Ramon Police Department’s Organized Retail Theft Prevention grant application was ten (10) additional Flock fixed Automated License Plate Reader (ALPR) cameras and the annual cost of licensing fee for the existing (45) and additional cameras for the duration of three years. This agreement with Flock Safety is being requested to fulfill the requirements needed for the implementation of the new cameras and the licensing fees of existing and new Flock ALPR cameras to facilitate the application of the previously mentioned programs associated with the Organized Retail Theft Prevention Grant Program. In order to

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maintain the annual pricing for the next five years, the San Ramon Police Department requests to enter into a five-year contract with Flock Safety for the existing and new cameras. The additional funds required for the Flock Safety project is $700,000 for the existing cameras and $151,500 for the 10 additional cameras for a total amount not to exceed $851,500.

The new Flock Safety ALPR cameras will be strategically positioned near major retail centers to enhance coverage in high-profile areas. Placing the additional cameras at ingress and egress points of major retail centers will provide the best investigative information in the event of organized retail theft. It will allow investigators to pinpoint involved vehicles more quickly and efficiently, resulting in the apprehension of suspects.

RECOMMENDED ACTION
Staff recommends approval of this Resolution authorizing the Mayor to execute an agreement with Flock Safety for continued service of existing cameras and addition to the Comprehensive Street Camera Installation Project (CIP 400002), in an amount of $851,500.

BACKGROUND/DISCUSSION
In April of 2020, the San Ramon City Council authorized the implementation of a citywide camera plan to help maintain a safe and secure environment for the San Ramon Community. The Flock ALPR cameras capture license plate images, compare them with databases, and notify law enforcement of vehicles of interest. They do not involve facial recognition software and focus solely on vehicles, license plates, and vehicle characteristics.

Since the implementation of the Sitcams and Flock ALPR cameras, the San Ramon Police Department has found the cameras to be instrumental in preventing crimes and developing investigative leads after criminal acts had been reported, including organized retail theft crimes.

Camera technology has enhanced property and quality of life preservation within the City.

In September 2023, the Police Department obtained funding through the Organized Retail Theft Prevention Grant Program administered by the State of California Board of State and Community Corrections (BSCC). Included in this grant funding were allocations dedicated to the enhancement of our current city-wide camera plan.

The implementation of additional Flock ALPR cameras and situational cameras will better assist officers and detectives with the ability locate and prevent organized retail theft crimes in progress and those that have occurred.

The annual reoccurring cost for the new and existing cameras and use for the Flock Safety Advance Search is $ 170,000. There is a one-time implementation fee for the new cameras of $1,500. The total cost to enhance and continue the current camera program for five years is $851,500.

To fund the necessary equipment, installation, and licensing fees to the new contract with Flock Safety is in an amount not to exceed $851,500. Of the total amount of the cost, $375,500 will be

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reimbursed through the Organized Retail Theft Prevention Grant Program administered by the State of California Board of State and Community Corrections (BSCC).

FISCAL ANALYSIS
The expenditure related to the implementation and licensing of the cameras is not expected to exceed $851,500. Based on the Organized Retail Theft Prevention Grant awarded to the San Ramon Police Department by the State of California Board of State and Community Corrections, funds are available within the grant to cover a portion of these additional expenditures. Of the $851,500 amount, $370,500 will be reimbursed through funding from the Organized Retail Theft Prevention Grant Program administered by the California Board of State and Community Corrections (BSCC). Over the next five years, the remaining cost will be $481,000.

The BSCC approved $3,000 per camera per year for the 10 additional cameras, plus $6,500 for implementation fees, for a total of $96,500. The implementation cost is $1,500, leaving an additional $5,000. The BSCC allows for the grant to be amended regarding how the funding is used, as long as it is used for the approved products or services. The grant program approved $93,000 per year for three years for the 45 existing cameras, totaling $279,000. The grant will be amended to allocate the remaining $5,000 from the additional cameras funding toward the cost of the existing cameras, increasing the funding to $284,000.

The projected breakdown of the cost over the five years for the existing and additional cameras is as follows:

Existing Cameras (45)
Fiscal Year Cost ORT Grant Reimbursement Remaining Amount 24/25 $140,000 $93,000 $47,000
25/26 $140,000 $93,000 $47,000
26/27 $140,000 $93,000 $47,000
27/28 $140,000 N/A $140,000
28/29 $140,000 N/A $140,000
Total $700,000 $284,000 421,000
Additional Cameras (10)
Fiscal Year Cost ORT Grant Reimbursement Remaining Amount 24/25 $31,500 $31,500 $0
25/26 $30,000 $30,000 $0
26/27 $30,000 $30,000 $0
27/28 $30,000 N/A $30,000
28/29 $30,000 N/A $30,000
Total $151,500 $91,500 $60,000
An ongoing analysis of the efficacy of this program will continue throughout the grant period authorizing the expenditures. If the analysis shows these programs are beneficial to the City of San Ramon and the San Ramon Community, and there is a desire to continue these programs beyond the grand funding period, the annual expenditures related to Services for the services provided by Flock Safety is not anticipated to exceed $170,000 per fiscal year.

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STEPS FOLLOWING APPROVAL
The City Attorney’s Office will forward the contract agreement to Flock Safety for execution.

Upon receipt of the executed amendment, staff will obtain approval for the appropriate requisitions for payment to fulfill the contract requirements and begin the installation of this additional equipment.

ATTACHMENT
A: 5 Year Contract for Existing Cameras
B: 5 Year Contract for Additional Cameras

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RESOLUTION NO. 2024-077

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE THE MASTER SERVICES AND

PURCHASING AGREEMENT WITH FLOCK SAFETY AND AUTHORIZING A

STATEMENT OF WORK FOR THE EQUIPMENT, SOFTWARE, LICENSING, AND INSTALLATION, FOR AN AMOUNT NOT TO EXCEED $851,500
WHEREAS, on April 28, 2020, the City Council authorized an agreement with Flock Safety; and
WHEREAS, additional Flock Safety cameras and a new contract are being requested to enhance the San Ramon Police Department’s current camera program; and WHEREAS, the proposal associated with the work to be completed includes equipment purchases, installation, software, licensing fees for the camera program and as a result, an amended contract with Flock Safety is required; and
WHEREAS, Flock Safety is qualified and able to provide such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of San Ramon authorizes the Mayor to execute the Master Services and Purchasing Agreement with Flock Safety and authorizes a statement of work for the equipment, software, licensing, and installation, for an amount not to exceed $851,500.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 25, 2024, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________
David E. Hudson, Mayor
ATTEST:
___________________________
Christina Franco, City Clerk

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Flock Safety + CA - City of San Ramon
______________
Flock Group Inc.
1170 Howell Mill Rd, Suite 210
Atlanta, GA 30318
______________
MAIN CONTACT:

Graham Carter
[email protected]
(415) 329-1307

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Packet Pg. 116 Attachment: A: 5 Year Contract for Existing Cameras (2024-077 : Flock Safety Agreement)

EXHIBIT A

ORDER FORM
Customer: CA - City of San Ramon Initial Term: 60 Months Legal Entity Name: CA - City of San Ramon Renewal Term: 24 Months Accounts Payable Email: [email protected] Payment Terms: Net 30 Address: 2401 Crow Canyon Rd San Ramon, California
94583
Billing Frequency: Annual - First Year at Signing.

Retention Period: 30 Days
Hardware and Software Products
Annual recurring amounts over subscription term
Item Cost Quantity Total
Flock Safety Platform $140,000.00
Flock Safety Flock OS
FlockOS ™ - Essentials Included 1 Included
Flock Safety LPR Products
Flock Safety Falcon ® Included 45 Included
Flock Safety FlockOS Add Ons
Flock Safety Advanced Search Included 1 Included
Professional Services and One Time Purchases
Item Cost Quantity Total
One Time Fees
Subtotal Year 1: $140,000.00
Annual Recurring Subtotal: $140,000.00
Estimated Tax: $0.00
Contract Total: $700,000.00
Taxes shown above are provided as an estimate. Actual taxes are the responsibility of the Customer. This Agreement will automatically renew for successive renewal terms of the greater of one year or the length set forth on the Order Form (each, a “Renewal Term”) unless either Party gives the other Party notice of non-renewal at least thirty (30) days prior to the end of the then-current term.

Special Terms:

This Agreement supersedes any and all previously executed agreement between the Parties, relating to the provision of services by Flock to Customer and any exhibits attached thereto or incorporated therein by reference. Upon execution of this Agreement, all previously executed agreements pertaining to the Services provided shall run coterminous with the Term of this Agreement. In the event of any overlap in subscription terms and prior invoices, payments will be provided in pro rata credit. Any estimates provided on credits are subject to change based on execution of new contract.

The Term shall commence on 6/30/2024.

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Packet Pg. 117 Attachment: A: 5 Year Contract for Existing Cameras (2024-077 : Flock Safety Agreement)

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Packet Pg. 118 Attachment: A: 5 Year Contract for Existing Cameras (2024-077 : Flock Safety Agreement) Annual Billing Schedule
Year 1 $140,000.00
Year 2 $140,000.00
Year 3 $140,000.00
Year 4 $140,000.00
Year 5 $140,000.00
Contract Total: $700,000.00
Estimated Credits: $87,850.69
Net Total: $612,149.31
Invoice Balance Due
INV-37806 $3,500.00
INV-29940 $30,000.00
INV-36086 $105,000.00
Annual Totals
Year 1 + Estimated Credit: $52,149.31
Annual Recurring: $140,000.00
All credits are estimates based on contract start of 6/30/2024 Billing Schedule
Billing Schedule Amount (USD)
Year 1
At Contract Signing $140,000.00
Annual Recurring after Year 1 $140,000.00
Contract Total $700,000.00
*Tax not included

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Packet Pg. 119 Attachment: A: 5 Year Contract for Existing Cameras (2024-077 : Flock Safety Agreement) Product and Services Description
Flock Safety Platform Items Product Description Terms
FlockOS™ Flock Safety’s situational awareness operating system.

Flock Safety Falcon ®
An infrastructure-free license plate reader camera that utilizes Vehicle Fingerprint® technology to capture vehicular attributes.

The Term shall commence upon first installation and validation of Flock Hardware.

One-Time Fees Service Description
Installation on existing
infrastructure
One-time Professional Services engagement. Includes site & safety assessment, camera setup & testing, and shipping & handling in accordance with the Flock Safety Advanced Implementation Service Brief.

Professional Services - Standard
Implementation Fee
One-time Professional Services engagement. Includes site and safety assessment, camera setup and testing, and shipping and handling in accordance with the Flock Safety Standard Implementation Service Brief.

Professional Services -
Advanced Implementation Fee
One-time Professional Services engagement. Includes site & safety assessment, camera setup & testing, and shipping & handling in accordance with the Flock Safety Advanced Implementation Service Brief.

FlockOS Features & Description
FlockOS Features Description
Community Network Access
The ability to request direct access to feeds from privately owned Flock Safety Falcon® LPR cameras located in neighborhoods, schools, and businesses in your community, significantly increasing actionable evidence that clears cases.

Unlimited Users Unlimited users for FlockOS
State Network (License Plate Lookup Only) Allows agencies to look up license plates on all cameras opted into the Flock Safety network within your state.

Nationwide Network (License Plate Lookup Only)
With the vast Flock Safety sharing network, law enforcement agencies no longer have to rely on just their devices alone. Agencies can leverage a nationwide system boasting 10 billion additional plate reads per month to amplify the potential to collect vital evidence in otherwise dead-end investigations.

Law Enforcement Network Access The ability to request direct access to evidence detection devices from Law Enforcement agencies outside of your jurisdiction.

Time & Location Based Search Search full, partial, and temporary plates by time at particular device locations License Plate Lookup Look up specific license plate location history captured on Flock devices Vehicle Fingerprint Search Search footage using Vehicle Fingerprint™ technology. Access vehicle type, make, color, license plate state, missing / covered plates, and other unique features like bumper stickers, decals, and roof racks.

Insights & Analytics Reporting tool to help administrators manage their LPR program with device performance data, user and network audits, plate read reports, hot list alert reports, event logs, and outcome reports.

ESRI Based Map Interface Map-based interface that consolidates all data streams and the locations of each connected asset, enabling greater situational awareness and a common operating picture.

Real-Time NCIC Alerts on Flock ALPR Cameras
Receive automated alerts when vehicles entered into established databases for missing and wanted persons are detected, including the FBI’s National Crime Information Center (NCIC) and National Center for Missing & Exploited Children (NCMEC) databases.

Unlimited Custom Hot Lists Ability to add a suspect’s license plate to a custom list and get alerted when it passes by a Flock camera

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Packet Pg. 120 Attachment: A: 5 Year Contract for Existing Cameras (2024-077 : Flock Safety Agreement) By executing this Order Form, Customer represents and warrants that it has read and agrees all of the terms and conditions contained in the Terms of Service located at https://www.flocksafety.com/terms-and-conditions /L1/
The Parties have executed this Agreement as of the dates set forth below.

FLOCK GROUP, INC. Customer: CA - City of San Ramon
By:
\FSSignature2\
By:
\FSSignature1\
Name:
\FSFullname2\
Name:
\FSFullname1\
Title:
\FSTitle2\
Title:
\FSTitle1\
Date:
\FSDateSigned2\
Date:
\FSDateSigned1\
PO Number:

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Packet Pg. 121 Attachment: A: 5 Year Contract for Existing Cameras (2024-077 : Flock Safety Agreement) Flock Safety + CA - City of San Ramon
______________
Flock Group Inc.
1170 Howell Mill Rd, Suite 210
Atlanta, GA 30318
______________
MAIN CONTACT:

Jeffrey Lents
[email protected]
480 621 2406

5.10.b
Packet Pg. 122 Attachment: B: 5 Year Contract for Additional Cameras (2024-077 : Flock Safety Agreement)

ORDER FORM
This order form (“Order Form”) hereby incorporates and includes the terms of the previously executed agreement (the “Terms”) which describe and set forth the general legal terms governing the relationship (collectively, the "Agreement" ). The Terms contain, among other things, warranty disclaimers, liability limitations and use limitations.

This additional services Agreement will be effective when this Order Form is executed by both Parties (the “Effective Date”) Customer: CA - City of San Ramon Initial Term: 60 Months Legal Entity Name: CA - City of San Ramon Renewal Term: 60 Months Accounts Payable Email: Payment Terms: Net 30
Address: 2401 Crow Canyon Rd San Ramon,
California 94583
Billing Frequency: Annual Plan - First Year Invoiced at Signing.

Retention Period: 30 Days
Hardware and Software Products
Annual recurring amounts over subscription term
Item Cost Quantity Total
Flock Safety Platform $30,000.00
Flock Safety LPR Products
Flock Safety Falcon ® Included 10 Included
Professional Services and One Time Purchases
Item Cost Quantity Total
One Time Fees
Flock Safety Professional Services
Professional Services - Existing Infrastructure
Implementation Fee $150.00 10 $1,500.00
Subtotal Year 1: $31,500.00
Annual Recurring Subtotal: $30,000.00
Estimated Tax: $0.00
Contract Total: $151,500.00
Taxes shown above are provided as an estimate. Actual taxes are the responsibility of the Customer. This Agreement will automatically renew for successive renewal terms of the greater of one year or the length set forth on the Order Form (each, a “Renewal Term”) unless either Party gives the other Party notice of non-renewal at least thirty (30) days prior to the end of the then-current term.

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Packet Pg. 123 Attachment: B: 5 Year Contract for Additional Cameras (2024-077 : Flock Safety Agreement) Billing Schedule
Billing Schedule Amount (USD)
Year 1
At Contract Signing $31,500.00
Annual Recurring after Year 1 $30,000.00
Contract Total $151,500.00
*Tax not included

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Packet Pg. 124 Attachment: B: 5 Year Contract for Additional Cameras (2024-077 : Flock Safety Agreement) Product and Services Description
Flock Safety Platform Items Product Description Terms
Flock Safety Falcon ®
An infrastructure-free license plate reader camera that utilizes Vehicle Fingerprint® technology to capture vehicular attributes.

The Term shall commence upon first installation and validation of Flock Hardware.

FlockOS Features & Description
FlockOS Features Description

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Packet Pg. 125 Attachment: B: 5 Year Contract for Additional Cameras (2024-077 : Flock Safety Agreement) By executing this Order Form, Customer represents and warrants that it has read and agrees to all of the terms and conditions contained in the previously executed agreement.

The Parties have executed this Agreement as of the dates set forth below.

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Packet Pg. 126 Attachment: B: 5 Year Contract for Additional Cameras (2024-077 : Flock Safety Agreement)

CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Brian Bornstein, Public Works Director
By: Suzy Edwards, Associate Engineer
SUBJECT: RESOLUTION NO. 2024-078 - Authorizing the Mayor to Execute an Agreement with McKim Corporation for Construction of the Pavement Management 2024 and Pavement Management 2025 Projects (CIP 000013 and CIP 000015) in an Amount Not to Exceed $1,990,000

EXECUTIVE SUMMARY
The Pavement Management 2024 and 2025 Projects (CIP 000013 and CIP 000015) are part of the City of San Ramon’s annual Pavement Management Program. On May 15, 2024, the City advertised the Pavement Management 2024 Project (CIP 000013, referred to herein as “PMP 2024”). To maximize efficiency, the contract, as advertised, also includes some work from the project list associated with the Pavement Management 2025 Project (CIP 000015, referred to herein as “PMP 2025”). The PMP 2024 work primarily consists of hot mix asphalt concrete treatments for various streets but also includes minor repairs to streets in preparation for future work as part of Pavement Management 2025. The PMP 2025 work included in this contract includes localized digouts and pavement restoration. The City received six (6) bids and opened the bids on June 12, 2024. The responsive and responsible low bidder for this Project is McKim Corporation, with a base bid price of $1,729,788.70, which is below the Engineer’s Estimate by 19%. Staff requests authorization for a construction contract amount of $1,729,788.70, plus an approximate fifteen percent (15%) contingency to cover the base bid and any unforeseen conditions, for a total contract amount not to exceed $1,990,000.

RECOMMENDED ACTION
Staff recommends approval of this Resolution, authorizing the Mayor to execute an Agreement with McKim Corporation for construction of the Pavement Management 2024 (CIP 000013), which includes a portion of the Pavement Management 2025 project list (CIP 000015), in an amount not to exceed $1,990,000.

BACKGROUND
The Pavement Management Program (PMP) was developed as part of a Citywide Program to provide street maintenance on an annual basis. By performing this maintenance frequently and systematically, the City minimizes long-term maintenance costs associated with complete reconstruction of failed pavement and maintains a higher quality throughout the life of the

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pavement. The scope of work for the Annual Pavement Management Program is based on certain factors that include roadway condition and age; repairs and preventative maintenance; and a geographic grouping of roadways.

PMP 2024 is the first of a two-year plan that will be followed by PMP 2025. Staff structured PMP 2024 and PMP 2025 in a way that would minimize costs and increase efficiency and flexibility by:
• Preparing the plans, specifications, and engineer’s estimates (PS&E) of these projects inhouse. o This reduces the design costs and increases flexibility by quickly swapping streets between years if or when the need arises, at no extra cost. • Contracting directly with specialized contractors for items such as ADA curb ramp upgrades and miscellaneous concrete repairs.
o This direct contracting not only has saved 10% to 15% in mark-ups that pavement contractors add to any work their subcontractors perform, but also has allowed this work to be completed weeks or months prior to the start of the pavement projects. This work ahead of the pavement activities has also reduced the duration, complexity, and uncertainty associated with pavement projects making the bid process more attractive for contractors.
• Separating projects (PMP 2024 and PMP 2025) by type of contractor’s specialty. o The PMP 2024 Project primarily focuses on low PCI streets and streets that require a contractor who specializes in hot mix asphalt concrete pavement treatments, such as mill and fills, and/or localized digout repairs. The PMP 2025 Project primarily focuses on streets that require a contractor who specializes in slurry seal, microsurfacing, and rubberized cape seal, which also requires limited hot mix asphalt repairs that will be done in conjunction with PMP 2024.

The Pavement Management 2024 Project (CIP 000013) includes mill and fill treatments at Alderwood Lane, Bancroft Place, Belle Meade Drive between Alcosta Boulevard and Broadmoor Drive, Blackthorn Court, Braeburn Court, Broadmoor Court, Dexter Place, Hardwick Place, Heather Ridge Court, Holbrook Place, Knollcrest Court, Montevideo Court, Oak Valley Drive between Dougherty Road and Summer View Drive, Pine Valley Court, Pine Valley Road between Thunderbird Drive and Broadmoor Drive, Sedgefield Court, Shireoaks Court, and Sunnyside Place.

The contract also includes localized digouts in preparation for the Pavement Management 2025 Project (to be funded by CIP 000015), which includes slurry seal and rubberized cape seal pavement treatments at different neighborhoods and selected streets including the following:

Vista San Ramon, Summer View Drive, Stoney Creek Drive north of Bent Creek Drive, Bridle Court, Old Ranch Estates Drive, Regency Court, Ridgepoint Court, Royal Coach Court, Cantas

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Place, Ensenada Drive, Loreto Drive, Madrid Place, Roma Place, Santa Rosa Avenue, Seville Place, Pine Valley Road from Alcosta Boulevard to Thunderbird Drive, Enfield Street, Tahiti Drive, Jamaica Drive, Suva Court, Windemere Parkway from Rockhampton Road to Bollinger Canyon Road, and Windemere Parkway from Bollinger Canyon Road to East Branch Parkway.

Pavement striping and markings are included for all streets mentioned above, as are sharrows at Pine Valley Road between Broadmoor Drive and Thunderbird Drive, and Belle Meade Drive between Alcosta Boulevard and Broadmoor Drive.

Work Performed Under Other Contracts
ADA Curb Ramps and Miscellaneous Concrete
Curb ramp upgrades to meet the requirements of the Americans with Disabilities Act (ADA), curb and gutter repairs, valley gutter, sidewalk, and drain inlet repairs are being performed under a separate contract as part of the Pavement Management 2024 Project (CIP 000013) and Pavement Management 2025 Project (CIP 000015). Under this separate contract, the City’s contractor, Sposeto Engineering, Inc., is upgrading approximately 84 curb ramps to current ADA standards within the limits of the Projects.

CEQA Compliance
After an initial environmental review of the Projects, staff filed Notices of Exemption for the Pavement Management 2024 Project (CIP 000013), and Pavement Management 2025 Project (CIP 000015) with the Contra Costa County Clerk on March 27, 2024 and June 7, 2024, respectively. Pursuant to Section 15301(c) of Article 19, “Categorical Exemptions” of Chapter 3, “Guidelines for Implementation of the California Environmental Quality Act” of Division 6, “Resources Agency” of Title 14, “Natural Resources” of California Code of Regulations, the Project is exempt from the provision of CEQA.

DISCUSSION
On May 15, 2024, the City advertised the Pavement Management 2024 Project (CIP 000013 and CIP 000015). The Notice to Contractors was posted at City Hall and on the City’s website. The City received six (6) bids and opened the bids on June 12, 2024. The bidders’ names, their rankings, and bid amounts are as follows:

Rank Contractor Total Base Bid

1. McKim Corporation $1,729,788.70

2. Radius Earthwork, Inc. $1,878,235.35

3. O’Grady Paving, Inc. $2,032,185.00

4. Ghilotti Bros., Inc. $2,137,515.00

5. Consolidated Engineering, Inc. $2,203,125.70

6. JV Lucas Paving, Inc. $2,448,480.00

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Upon review of the bid results, staff determined that McKim Corporation was the lowest responsible bidder based on the Total Bid as set forth in the bid documents. The low bid amount of $1,729,788.70 is lower than the Engineer’s Estimate of $2,134,373 by $404,584.30, or approximately 19%.

FISCAL ANALYSIS
The FY 2023/24 Capital Budget appropriated a total of $3,025,800 for the design and construction of the Pavement Management 2024 (CIP 000013), which is funded by Gas Tax in the amount of $1,875,804 and Refuse Vehicle Impact Fee in the amount of $1,149,996.

The Proposed FY 2024/25 Capital Budget authorizes an appropriation of $5,000,000 for the design and construction of Pavement Management 2025 (CIP 000015), which will be funded by Gas Tax in the amount of $3,250,004 and Refuse Vehicle Impact Fee in the amount of $1,749,996.

The construction contract amount being requested is $1,729,788.70 plus an approximate fifteen percent (15%) contingency to cover Base Bid and any unforeseen conditions, for a total contract amount not to exceed $1,990,000.

Approximately $420,000 of the total construction cost will be funded by PMP 2025 (CIP 000015) for localized base repairs, as preparation work and cost-effectiveness, at all streets included in CIP 000015, with the remainder of the project to be funded by PMP 2025 (CIP 000013).

There are sufficient funds in the Pavement Management 2024 Project (CIP 000013) and Pavement Management 2025 Project (CIP 000015) to complete this contract work.

STEPS FOLLOWING APPROVAL
The City Attorney’s Office will forward the contract Agreement to McKim Corporation for execution. Upon receipt of the executed contract agreement, the required bonds, certificate of insurance, and a copy of a current City business license from the contractor, the City Attorney’s Office will send a copy of the executed contract Agreement and all attachments to the Public Works - Engineering Services Division. A Notice to Proceed will then be issued to begin construction and staff will then pursue the work to completion.

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RESOLUTION NO. 2024-078

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH MCKIM CORPORATION FOR CONSTRUCTION OF THE PAVEMENT MANAGEMENT 2024 AND PAVEMENT MANAGEMENT 2025 PROJECTS (CIP 000013 AND CIP 000015) IN AN AMOUNT NOT TO EXCEED $1,990,000
WHEREAS, the City desires to construct the Pavement Management 2024 Project and portions of the Pavement Management 2025 Project (CIP 000013 and CIP 000015); and WHEREAS, Notice of Exemptions for the Projects (CIP 000013 and CIP 000015) were filed with the Contra Costa County Clerk pursuant to Section 15301(c) of the California Environmental Quality Act of 1970, as amended; and
WHEREAS, the Pavement Management 2024 Project, including a portion of the work included in the Pavement Management 2025 Project, was advertised for bids on May 15, 2024 in accordance with the requirements of State Law and local ordinances; and WHEREAS, the City received six (6) bids and opened the bids on June 12, 2024; and WHEREAS, City staff determined that McKim Corporation was the lowest responsive and responsible bidder with a total base bid of $1,729,788.70.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an Agreement with McKim Corporation for construction of the Pavement Management 2024 Project (CIP 000013), including additional work from the Pavement Management 2025 Project (CIP 000015), in an amount not to exceed $1,990,000, including the base bid and an approximate 15% contingency.

PASSED, APPROVED AND ADOPTED at the meeting of June 25, 2024 by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
David E. Hudson, Mayor
ATTEST:

5.11 Packet Pg. 131
_________________________
Christina Franco, City Clerk

5.11 Packet Pg. 132

CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Scott Koll, Deputy City Manager
By: Candace Daniels, Finance Division Manager
SUBJECT: RESOLUTION NO. 2024-079 - Establishing the Annual Gann Appropriations Limit for the Community Facilities District (CFD) No. 2014- 1 for Fiscal Year 2024-25

RECOMMENDED ACTION
It is recommended that the City Council adopt the attached resolution establishing the annual Gann appropriations limit for Community Facilities District (CFD) No. 2014-1 for Fiscal Year 2024/25.

BACKGROUND/DISCUSSION
In 2014, the City of San Ramon formed Community Facilities District No. 2014-1, pursuant to the Mello-Roos Community Facilities Act of 1982. The purpose of the CFD is to finance public infrastructure and services to support development within the districts. At the time, the CFD was comprised of Acre, the original subdivision, in Tax Zone 1. The CFD has since grown to include five additional developments across three different tax zones, including The Preserve (formerly Faria Preserve), Annexation No.1 in Tax Zone 2; Promenade, Annexation No. 2 in Tax Zone 3; 500 Deerwood, Annexation No. 3 in Tax Zone 1; Aspenwood, Annexation No. 4 in Tax Zone 1; and 2481 Deerwood, Annexation No. 5 also in Tax Zone 1.

Article XIII B of the California Constitution, commonly known as the Gann Limit, places a limit on the amount of revenue that can be appropriated by state and local governments each fiscal year. Government Code Section 7910 requires each local government entity, including community facilities districts, to establish its appropriations limit for each fiscal year. The limit is determined based on the previous year's limit, adjusted for changes in the cost of living and population. Each year, the State Department of Finance (DOF) transmits an estimate of the percentage change in population of local governments (Revenue and Taxation Code, Section 2227) and produces an estimate of the statewide growth in personal income.

For Fiscal Year 2024/25, the appropriations limit for CFD No. 2014-1 has been calculated in accordance with the guidelines provided by the California Department of Finance. The adjustment factors include the California per capita personal income change and the population change within the City of San Ramon.

5.12 Packet Pg. 133
For Fiscal Year 2024/25, the proposed appropriations limit for CFD No. 2014-1 is $17,775,728.97. This limit ensures the CFD complies with constitutional and statutory requirements and remains within the bounds of allowable appropriations.

FISCAL ANALYSIS
There is no direct fiscal impact associated with the adoption of this resolution. Establishing the appropriations limit is a compliance measure required by State law.

STEPS FOLLOWING APPROVAL
• The Gann Appropriations Limit will be published on the City's website annually and made available for public consumption.
• The CFD will monitor its budget annually to ensure that budgeted amounts do not exceed its Appropriations Limit.

ATTACHMENT
Exhibit A: CFD 2401-1 Gann Limit FY 2024-25

5.12 Packet Pg. 134
RESOLUTION NO. 2024-079

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

ESTABLISHING THE ANNUAL GANN APPROPRIATIONS LIMIT FOR THE COMMUNITY FACILITIES DISTRICT (CFD) NO. 2014-1 FOR FISCAL YEAR 2024-25 WHEREAS, the City of San Ramon formed Community Facilities District No. 2014-1 (CFD) in 2014 pursuant to the Mello-Roos Community Facilities Act of 1982 (Government Code Section 53311 et seq.); and
WHEREAS, the CFD is currently comprised of six different developments across three different tax zones, including Acre, the original subdivision (Tax Zone 1); The Preserve (formerly Faria Preserve), Annexation No.1 (Tax Zone 2); Promenade, Annexation No. 2 (Tax Zone 3); 500 Deerwood, Annexation No. 3 (Tax Zone 1); Aspenwood, Annexation No. 4 (Tax Zone 1); and 2481 Deerwood, Annexation No. 5 (Tax Zone 1); and
WHEREAS, Article XIII B of the California Constitution (the "Gann Limit") provides that the state and each local government shall be subject to an annual appropriations limit; and WHEREAS, Government Code Section 7900 et seq. implements the provisions of Article XIII B; and
WHEREAS, under Government Code Section 7910, each year the City Council is required to establish, by resolution, the appropriations limit for the CFD for the following fiscal year; and WHEREAS, the City Council has determined the appropriations limit for the CFD for Fiscal Year 2024/25 in accordance with applicable law and the percentage change in per capita personal income from the preceding year and the change in population from the preceding year as recorded by the California Department of Finance's price and population factors.

NOW, THEREFORE, the City Council hereby resolves as follows:

1. Appropriations Limit Established. The annual appropriations limit for Community Facilities District No. 2014-1 for Fiscal Year 2024/25 is established as $17,775,728.97 as shown in Exhibit A.

2. Compliance. The appropriations limit has been determined to be in compliance with Article XIII B of the California Constitution and applicable statutory provisions.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 25, 2024 by the following votes:

AYES:

NOES:

ABSENT:

5.12 Packet Pg. 135
ABSTAIN:

David E. Hudson, Mayor
ATTEST:

Christina Franco, City Clerk
Exhibit A: CFD 2401-1 Gann Limit FY 2024-25

5.12 Packet Pg. 136
Amounts Subject to Limitation 2014-1 CFD (Acres) CFD (Faria) CFD
(Deerwood)
CFD
(Aspendwood)
CFD
(Promenade) Total
FY 2025 Proposed Assessments 122,466 439,999 52,554 85,056 7,032 707,107.00

5.12.a
Packet Pg. 137 Attachment: Exhibit A: CFD 2401-1 Gann Limit FY 2024-25 (2024-079 : CFD Gann Limit Calculation) CFD-Wide GANN Limit
Amount Subject
to Limit Under/(Over) Limit
FY2014 Initial Appropriation Limit $ 10,000,000.00
Adjustment Factors for FY 2015

1. City Population Growth 1.0110

2. CA per Capita Income 0.9977
Total Adjustment % 1.0087
Annual Adjustments 86,747
FY2015 Appropriation Limit $ 10,086,747.00
Adjustment Factors for FY 2016

1. City Population Growth 1.0149

2. CA per Capita Income 1.0382
Total Adjustment % 1.0537
Annual Adjustments 541,347
FY 2016 Appropriation Limit $ 10,628,094.44
Adjustment Factors for FY 2017

1. City Population Growth 1.0115

2. CA per Capita Income 1.0537
Total Adjustment % 1.0658
Annual Adjustments 1,240,863
FY 2017 Appropriation Limit $ 11,868,957.02
Adjustment Factors for FY 2018

1. City Population Growth 1.0231

2. CA per Capita Income 1.0369
Total Adjustment % 1.0609
Annual Adjustments 722,254
FY 2018 Appropriation Limit $ 12,591,211.42
Adjustment Factors for FY 2019

1. City Population Growth 1.0158

2. CA per Capita Income 1.0367
Total Adjustment % 1.0531
Annual Adjustments 668,340
FY 2019 Appropriation Limit $ 13,259,551.16
Adjustment Factors for FY 2020

1. City Population Growth 1.0094

2. CA per Capita Income 1.0385
Total Adjustment % 1.0483
Annual Adjustments 639,931
FY 2020 Appropriation Limit $ 13,899,482.29
Adjustment Factors for FY 2021

1. City Population Growth 1.0124

2. CA per Capita Income 1.0373
Total Adjustment % 1.0502
Annual Adjustments 697,233

5.12.a
Packet Pg. 138 Attachment: Exhibit A: CFD 2401-1 Gann Limit FY 2024-25 (2024-079 : CFD Gann Limit Calculation) FY 2021 Appropriation Limit $ 14,596,715.35
Adjustment Factors for FY 2022

1. City Population Growth 1.0058

2. CA per Capita Income 1.0573
Total Adjustment % 1.0634
Annual Adjustments 925,904
FY 2022 Appropriation Limit $ 15,522,619.16
Adjustment Factors for FY 2023

1. City Population Growth 0.9952

2. CA per Capita Income 1.0755
Total Adjustment % 1.0703
Annual Adjustments 1,091,824
FY 2023 Appropriation Limit $ 16,614,442.94
Adjustment Factors for FY 2024

1. City Population Growth 0.9914

2. CA per Capita Income 1.0444
Total Adjustment % 1.0354
Annual Adjustments 588,453
FY 2024 Appropriation Limit $ 17,202,895.94
Adjustment Factors for FY 2025

1. City Population Growth 0.9972

2. CA per Capita Income 1.0362
Total Adjustment % 1.0333
Annual Adjustments 572,833
FY 2025 Appropriation Limit $ 17,775,728.97 $ (1,019,773.00) $ 18,795,501.97

5.12.a
Packet Pg. 139 Attachment: Exhibit A: CFD 2401-1 Gann Limit FY 2024-25 (2024-079 : CFD Gann Limit Calculation)

CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Scott Koll, Deputy City Manager
By: Candace Daniels, Finance Division Manager
SUBJECT: RESOLUTION NO. 2024-080 - Adopting the Fiscal Year 2024/25 Operating and Capital Budget, Establishing an Appropriations Limit, and Authorizing Carryover Project Appropriations

RECOMMENDED ACTION
Staff recommends approval of this Resolution adopting the Fiscal Year 2024/25 Operating and Capital Budget, establishing an appropriations limit as required by Article XIIIB of the State Constitution for Fiscal Year 2024/25, and authorizing the carryover of unspent capital project appropriations into Fiscal Year 2024/25.

BACKGROUND/DISCUSSION
Annually the City adopts an Operating and Capital budget, which establishes expenditure authorization for the City. The process of developing the budget for Fiscal Year 2024/25 began in December 2023 when staff developed budget guidelines and a budget calendar with the objective of delivering an on-time budget proposal to the City Council by June 2024. As part of the budget review process, three public City Council budget workshops were held. At the April 23, 2024 budget workshop, staff presented to the Council a status update on the development of the Fiscal Year 2024/25 Budget and requested Council to approve budget cuts and budget restoration items. At the May 28, 2024 budget workshop, staff presented the preliminary draft (“Proposed”) Fiscal Year 2024/25 Budget and Capital Improvement Project Budget and informed the Council that the reserve level was at 30% instead of 36%. Another budget workshop was scheduled for June 4, 2024 to discuss options to increase the reserve balance by $3.5 million, which would meet the reserve requirement of 36%.

City Budget - All Funds
The Fiscal Year 2024/25 Proposed Budget for all City funds and programs totals $131.0 million in expenditures. The budget is comprised of an Operating Budget of $96.8 million, Special Revenue Funds Non-Operating Budget of $0.4 million, Debt Service Funds Budget of $5.2 million, a Capital Budget of $11.0 million, Internal Service Funds Budget of $17.7 million, and a Geological Hazard Abatement Districts Budget of $1.3 million (included in the Operating Budget). Resources funding the Fiscal Year 2024/25 Proposed Budget include $140.0 million in new revenue along with funds accumulated in prior years to cover the $131.0 million in

8.1 Packet Pg. 140
expenditures.

Operating Budget
City operating funds include the General Fund, Dougherty Valley Fund, 20 separate lighting and landscaping special district funds, the Stormwater Fund, Dougherty Valley Geological Hazard Abatement District, Northwest San Ramon Geological Hazard Abatement District, and other Special Revenue Funds.

The total Proposed Operating Budget for Fiscal Year 2024/25 is $96.8 million in expenditures.

Anticipated revenue collection available to finance City operating budgets is $101.7 million.

Surplus revenue in each fund category will remain as fund reserves for future uses.

General Fund
The General Fund is the City’s primary operating fund. It accounts for all financial resources of the City, except those required to be accounted for in another fund (e.g. the Dougherty Valley County Service Area funds). The Fiscal Year 2024/25 expenditure budget for the General Fund is $63.3 million. Revenue available to finance General Fund services is $66.2 million.

Special Revenue Funds
These funds account for the proceeds of specific revenue resources that are legally restricted or earmarked toward a specific function, activity, or program area. · Operating - Funding for expenditures in these funds typically comes from special fees or assessments collected annually to pay for a specific program or service, and notably includes the Dougherty Valley County Service Area funds. The total Fiscal Year 2024/25 expenditure budget is $24.5 million. Revenue available to finance expenditures is $24.5 million. Surplus revenue in each fund category will remain as fund reserves for future uses.
· Non-Operating - These funds are typically designed to finance projects and activities in the City’s Capital Improvement Program. The total Fiscal Year 2024/25 expenditure budget is $0.4 million. Revenue available to finance expenditures is $12.4 million.

Surplus revenue in each fund category will remain as fund reserves for future uses.

Housing Successor Fund
The Housing Fund is used to account for revenue received to create, preserve, and improve housing in the City of San Ramon. There are no expenditures in the Housing Fund for Fiscal Year 2024/25. Revenue available to finance expenditures is $3.8 million. Surplus revenue will remain as fund reserves for future uses.

Debt Service Funds

8.1 Packet Pg. 141
Debt Service Funds account for the accumulation of resources for payment of principal and interest on the City’s general long-term debt obligations. The total Fiscal Year 2024/25 expenditure budget is $5.2 million. Transfers in from the General Fund and department internal service charges provide funding to cover expenditures.

Capital Projects Fund
The Capital Projects section of the budget contains a summarized version of the Five-Year Capital Improvement Program (5-Year CIP). The 5-Year CIP document is prepared separately. It is a comprehensive five-year plan of the City to identify needed capital projects and to coordinate the financing and timing of improvements that maximize the return on investment for the public. The first year of the 5-Year CIP is called the “Capital Budget.” The Capital Budget is incorporated into the Annual Budget, which appropriates funds for specific improvements. The total Fiscal Year 2024/25 expenditure budget is $11.0 million. Revenue collection of $0.7 million, $10.5 million of net transfers from special revenue sources, and approximately $20.0 million of beginning fund reserves are available to finance expenditures. Specific project details can be found within the 5-Year CIP document.

Internal Service Funds
Internal Service Funds account for the financing of goods and services provided by one City department or agency to other departments or agencies of the City, or to other governmental units on a cost reimbursement basis. The total Fiscal Year 2024/25 expenditure budget is $17.7 million. Revenue available to finance expenditures is $18.2 million. Funds accumulated in prior years provide additional funding to cover expenditures.

Appropriations Limit
In addition to adopting an annual budget, Article XIIIB of the State Constitution requires the City to establish an annual appropriations limit. The computation for this limit is attached as Exhibit 2.

The established appropriations limit for the City is $102,160,237. The City budget is under the appropriations limit by $64,200,786.

FISCAL ANALYSIS
The City is projected to have $22.3 million of General Reserves at the beginning of Fiscal Year 2024/25. The Fiscal Year 2024/25 Proposed Budget includes an increase to reserves of $0.4 million of General Reserves, leaving a projected reserve balance at the end of Fiscal Year 2024/25 of $22.7 million. This is sufficient to satisfy the 36% contingency reserve policy of $22.7 million.

This Resolution will establish expenditure authority for all City activities totaling $131,002,124 for Fiscal Year 2024/25. This Resolution will also establish the State required appropriations limit and authorize the carryover of unspent Fiscal Year 2023/24 capital improvement appropriations into Fiscal Year 2024/25.

8.1 Packet Pg. 142

STEPS FOLLOWING APPROVAL

1. Publish the Adopted Fiscal Year 2024/25 Operating and Capital Budget

2. Place the Fiscal Year 2024/25 Operating and Capital Budget document on the City’s website

ATTACHMENT
Exhibit 1: Statement of Revenues, Expenditures and Changes in Fund Balance Exhibit 2: CIty of San Ramon Appropriations Limit Calculation

8.1 Packet Pg. 143
RESOLUTION NO. 2024-080

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON ADOPTING THE FISCAL YEAR 2024/25 OPERATING AND CAPITAL BUDGET,

ESTABLISHING AN APPROPRIATIONS LIMIT, AND AUTHORIZING CARRYOVER

PROJECT APPROPRIATIONS
WHEREAS, in a budget workshop held on April 23, 2024, the City Council reviewed the Proposed Fiscal Year 2024/25 Operating and Capital Budget; and WHEREAS, in a second budget workshop held on May 28, 2024, the City Council reviewed the Proposed Fiscal Year 2023/24 Operating Budget and Capital Improvement Program; and
WHERAS, in a third budget workshop held on June 4, 2024, the City Council met to decide what strategy to use to increase the General Fund Reserve by $3.5 million to reach the required 36% reserve percentage; and
WHEREAS, the Planning Commission, in a meeting held on May 21, 2024, found the Capital Improvement Program consistent with the General Plan; and WHEREAS, the Capital Improvement Program, referred to as the Capital Budget requires annual appropriation approval by the City Council; and WHEREAS, Article XIIB of the State of California Constitution requires local government agencies to annually adopt an appropriations limit.

NOW, THEREFORE, BE IT RESOLVED, as follows:

Section 1. The City Council approves the Fiscal Year 2024/25 Proposed Operating and Capital Budget totaling $131,002,124 as summarized on Exhibit 1 and a carryover of unspent Capital Budget appropriations from Fiscal Year 2023/24.

Section 2. The City Council approves the Fiscal Year 2024/25 Appropriations Limit as required by Article XIIIB of the State Constitution as shown on Exhibit 2.

Section 3. Upon finalizing the budget document for publication, a copy of the budget document will be made available for public review at City Hall and other convenient public places.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 25, 2024 by the following votes:

AYES:

8.1 Packet Pg. 144
NOES:

ABSENT:

ABSTAIN:
_________________________
David E. Hudson, Mayor
ATTEST:
_________________________
Christina Franco, City Clerk
Exhibit 1: Statement of Revenues, Expenditures and Changes in Fund Balance Exhibit 2: City of San Ramon Appropriate Limit Calculation

8.1 Packet Pg. 145
OVERVIEW ůů&ƵŶĚƐ^ƵŵŵĂƌŝĞƐ
ϮϱപProposed Budget 2024-2025
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ǆƉĞŶĚŝƚƵƌĞƐŶĚŚĂŶŐĞƐ/Ŷ&ƵŶĚĂůĂŶĐĞ

GOVERNMENITAL FUND
General Fund
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KƉĞƌĂƚŝŶŐ
Special
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KƉĞƌĂƚŝŶŐ
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GHADs
Special Rev
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REVENUES
WƌŽƉĞƌƚǇdĂǆ $ 26,258,005 $ - $ - $ - $ -
Special Assessments - 5,767,685 - 2,751,937 -
^ĂůĞƐĂŶĚhƐĞdĂǆ 13,172,719 - - - -
WƌŽƉĞƌƚǇdƌĂŶƐĨĞƌdĂǆ 1,028,326 - - - -
dƌĂŶƐŝĞŶƚKĐĐƵƉĂŶĐǇdĂǆĞƐ;dKdͿ 2,332,685 - - - -
&ƌĂŶĐŚŝƐĞ&ĞĞƐ 5,928,458 - - - -
Licenses and Permits 3,515,750 - - 4,500 -
/ŶƚĞƌŐŽǀĞƌŶŵĞŶƚĂů 1,915,750 22,696,174 4,483,116 - -
ŚĂƌŐĞƐĨŽƌ^ĞƌǀŝĐĞƐ 6,812,435 1,651,170 360,000 - -
Fines and Forfeitures 305,000 - - - -
/ŶǀĞƐƚŵĞŶƚ/ŶĐŽŵĞ 418,005 - - 63,943 -
Development Fees - 1,154,841 7,554,254 - 3,815,915
Miscellaneous Revenue 4,510,733 1,394,017 - 36,988 -
TOTAL REVENUES ϲϲ͕ϭϵϳ͕ϴϲϲ ϯϮ͕ϲϲϯ͕ϴϴϳ ϭϮ͕ϯϵϳ͕ϯϳϬ Ϯ͕ϴϱϳ͕ϯϲϴ ϯ͕ϴϭϱ͕ϵϭϱ

EXPENDITURES
'ĞŶĞƌĂů'ŽǀĞƌŶŵĞŶƚ 5,600,412 318,098 - - -
Administrative Services 5,070,665 - - - -
Community Development 5,795,365 5,000 279,287 - -
Police Services 19,606,385 10,639,669 - - -
Public Works 18,320,296 21,062,574 121,625 1,262,860 -
Parks & Community Services 8,818,065 3,000 - - -
Non-Departmental 50,000 250,000 - - -
Debt Service - - - - -
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sĞŚŝĐůĞͬ/^ZĞƉůĂĐĞŵĞŶƚ - - - - -
/ŶƐƵƌĂŶĐĞ - - - - -
,ĞĂůƚŚĐĂƌĞ - - - - -
TOTAL EXPENDITURES ϲϯ͕Ϯϲϭ͕ϭϴϴ ϯϮ͕Ϯϳϴ͕ϯϰϭ ϰϬϬ͕ϵϭϮ ϭ͕ϮϲϮ͕ϴϲϬ Ͳ

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KƉĞƌĂƚŝŶŐdƌĂŶƐĨĞƌƐ/Ŷ 6,978,172 3,494,845 - - -
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TOTAL OTHER FINANCIAL SOURCES
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8.1.a
Packet Pg. 146 Attachment: Exhibit 1: Statement of Revenues, Expenditures and Changes in Fund Balance (2024-080 : FY 2024-25 Budget) OVERVIEW ůů&ƵŶĚƐ^ƵŵŵĂƌŝĞƐ
Proposed Budget 2024-2025പϮϲ
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GOVERNMENITAL FUND PROPRIETARY
Ğďƚ^ĞƌǀŝĐĞ
ĂƉŝƚĂů
WƌŽũĞĐƚƐ dŽƚĂů
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Service
Funds 'ƌĂŶĚdŽƚĂů
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REVENUES
WƌŽƉĞƌƚǇdĂǆ $ - $ - $ 26,258,005 $ - $ 26,258,005
Special Assessments - - 8,519,622 - 8,519,622
^ĂůĞƐĂŶĚhƐĞdĂǆ - - 13,172,719 - 13,172,719
WƌŽƉĞƌƚǇdƌĂŶƐĨĞƌdĂǆ - - 1,028,326 - 1,028,326
dƌĂŶƐŝĞŶƚKĐĐƵƉĂŶĐǇdĂǆĞƐ;dKdͿ - - 2,332,685 - 2,332,685 &ƌĂŶĐŚŝƐĞ&ĞĞƐ - - 5,928,458 - 5,928,458
Licenses and Permits - - 3,520,250 - 3,520,250
/ŶƚĞƌŐŽǀĞƌŶŵĞŶƚĂů - 362,667 29,457,707 286,992 29,744,699 ŚĂƌŐĞƐĨŽƌ^ĞƌǀŝĐĞƐ - - 8,823,605 252,575 9,076,180
Fines and Forfeitures - - 305,000 - 305,000
/ŶǀĞƐƚŵĞŶƚ/ŶĐŽŵĞ - 300,000 781,948 126,443 908,391
Development Fees - - 12,525,010 - 12,525,010
Miscellaneous Revenue 3,491,447 30,000 9,463,185 17,546,796 27,009,981 TOTAL REVENUES ϯ͕ϰϵϭ͕ϰϰϳ ϲϵϮ͕ϲϲϳ ϭϮϮ͕ϭϭϲ͕ϱϮϬ ϭϴ͕ϮϭϮ͕ϴϬϲ ϭϰϬ͕ϯϮϵ͕ϯϮϲ

EXPENDITURES
'ĞŶĞƌĂů'ŽǀĞƌŶŵĞŶƚ - - 5,918,510 - 5,918,510
Administrative Services - - 5,070,665 126,443 5,197,108 Community Development - - 6,079,652 - 6,079,652
Police Services - - 30,246,054 - 30,246,054
Public Works - - 40,767,355 - 40,767,355
Parks & Community Services - - 8,821,065 - 8,821,065
Non-Departmental - - 300,000 - 300,000
Debt Service 5,223,926 - 5,223,926 - 5,223,926
ĂƉŝƚĂů/ŵƉƌŽǀĞŵĞŶƚWƌŽŐƌĂŵ
;/WͿ - 10,907,822 10,907,822 - 10,907,822
sĞŚŝĐůĞͬ/^ZĞƉůĂĐĞŵĞŶƚ - - - 773,789 773,789
/ŶƐƵƌĂŶĐĞ - - - 6,479,866 6,479,866
,ĞĂůƚŚĐĂƌĞ - - - 10,286,977 10,286,977
TOTAL EXPENDITURES ϱ͕ϮϮϯ͕ϵϮϲ ϭϬ͕ϵϬϳ͕ϴϮϮ ϭϭϯ͕ϯϯϱ͕Ϭϰϵ ϭϳ͕ϲϲϳ͕Ϭϳϱ ϭϯϭ͕ϬϬϮ͕ϭϮϰ

OTHER FINANCING SOURCES
;h^
^Ϳ
KƉĞƌĂƚŝŶŐdƌĂŶƐĨĞƌƐ/Ŷ 5,229,595 10,506,169 26,208,781 1,257,378 27,466,159 KƉĞƌĂƚŝŶŐdƌĂŶƐĨĞƌƐKƵƚ ;ϯ͕ϰϵϭ͕ϰϰϳͿ ;ϭϬϬ͕ϬϬϬͿ ;Ϯϰ͕ϵϯϰ͕ϬϰϴͿ ;Ϯ͕ϱϯϮ͕ϭϭϭͿ ;Ϯϳ͕ϰϲϲ͕ϭϱϵͿ

TOTAL OTHER FINANCIAL
^KhZ
^;h^
^Ϳ ϭ͕ϳϯϴ͕ϭϰϴ ϭϬ͕ϰϬϲ͕ϭϲϵ ϭ͕Ϯϳϰ͕ϳϯϯ ;ϭ͕Ϯϳϰ͕ϳϯϯͿ Ͳ E
d/EZ
^
;
Z
^
Ϳ ϱ͕ϲϲϵ ϭϵϭ͕Ϭϭϰ ϭϬ͕Ϭϱϲ͕ϮϬϰ ;ϳϮϵ͕ϬϬϮͿ ϵ͕ϯϮϳ͕ϮϬϮ &hE>E
ͲϬϲͬϯϬͬϮϱ Ψ ϲϰϰ͕ϴϳϳ Ψ ϮϬ͕ϴϵϴ͕Ϭϴϵ Ψ ϵϲ͕ϰϴϮ͕Ϯϲϵ Ψ ϱ͕ϲϳϯ͕ϬϲϮ Ψ ϭϬϲ͕ϮϯϬ͕ϯϱϴ

8.1.a
Packet Pg. 147 Attachment: Exhibit 1: Statement of Revenues, Expenditures and Changes in Fund Balance (2024-080 : FY 2024-25 Budget) EXHIBIT 2
A. FY 2022-23 APPROPRIATIONS LIMIT $ 95,486,122
B. ADJUSTMENT FACTORS

1. City Population Growth 0.9914

2. California Per Capita Income 1.0444
Total Adjustment % 1.0354
C. ANNUAL ADJUSTMENT 3,381,943
D. FY 2023-24 REVISED APPROPRIATIONS LIMIT $ 98,868,065 A. PROCEEDS OF TAXES:

Property Tax $ 25,114,068
Sales & Use Tax 13,262,289
Property Transfer Tax 1,317,992
Transient Occupancy Tax 2,248,541
Interest Earned on Proceeds of Taxes 223,677
Total Proceeds of Taxes $ 42,166,567
B. EXCLUSIONS:

Debt Service (5,594,521)
C. APPROPRIATIONS SUBJECT TO LIMITATION $ 36,572,046
D. CURRENT YEAR LIMIT $ 98,868,065
E. OVER (UNDER) LIMIT $ (62,296,019)
A. FY 2023-24 APPROPRIATIONS LIMIT $ 98,868,065
B. ADJUSTMENT FACTORS

1. City Population Growth 0.9972

2. California Per Capita Income 1.0362
Total Adjustment % 1.0333
C. ANNUAL ADJUSTMENT 3,292,172
D. FY 2024-25 APPROPRIATIONS LIMIT $ 102,160,237
A. PROCEEDS OF TAXES:

Property Tax $ 26,258,005
Sales & Use Tax 13,172,719
Property Transfer Tax 1,028,326
Transient Occupancy Tax 2,332,685
Interest Earned on Proceeds of Taxes 270,207
Total Proceeds of Taxes $ 43,061,942
B. EXCLUSIONS:

Debt Service (5,102,491)
C. APPROPRIATIONS SUBJECT TO LIMITATION $ 37,959,451
D. CURRENT YEAR LIMIT $ 102,160,237
E. OVER (UNDER) LIMIT $ (64,200,786)
Each year, the City calculates its Gann Limit by adjusting for the costs of living and growth in population estimates as provided by the State Department of Finance in May. For the FY 2024-25, the City's appropriations subject to limitation is $37,959,451. With a current year's limit of $102,160,237, the City is under the limit by $64,200,786.

For the FY 2023-24, the City's appropriations subject to limitation was $36,572,046 and Revised appropriation limit of $98,868,065, the City was under the limit by $62,296,019. The City has always been under the spending limit in the prior years.

FISCAL YEAR 2023-24 REVISED APPROPRIATIONS LIMIT
FISCAL YEAR 2023-24 REVISED APPROPRIATIONS SUBJECT TO LIMITATION FISCAL YEAR 2024-25 APPROPRIATIONS LIMIT
FISCAL YEAR 2024-25 APPROPRIATIONS SUBJECT TO LIMITATION

8.1.b
Packet Pg. 148 Attachment: Exhibit 2: CIty of San Ramon Appropriations Limit Calculation (2024-080 : FY 2024-25 Budget)

CITY COUNCIL STAFF REPORT
DATE: June 25, 2024
TO: City Council/City Manager
FROM: Scott Koll, Deputy City Manager
By: Scott Koll, Deputy City Manager
SUBJECT: Sales Tax Revenue Measure Field Poll Presentation

RECOMMENDED ACTION
Receive a report outlining polling results and provide direction to staff on whether to return to council with a sales tax ballot measure proposal and at what rate: ½, ¾, or 1 cent.

BACKGROUND/DISCUSSION
The City faces a $17.6 million structural short fall in its Fiscal Year 2024-2025 budget whereby ongoing expenditures outpace current ongoing revenues. In recent budget development presentations to Council, the five year forecast showed a widening gap that reaches $52.3 million in Fiscal Year 2028-2029 if no further action is taken and $109.9 million if all unfunded capital improvement projects are included.

In light of these financial challenges, the City navigated the difficult but necessary steps to cut the initial budget proposal to balance the city’s current expenditure profile with its current revenues. The City accomplished this exercise by asking each department to assess a 5%, 10%, and 15% operational reduction. Department directors outlined in detail for Council what these cuts meant to their respective service areas and to San Ramon residents. At its May 28th and June 4th meetings, the City Council provided clarifying direction to staff on which cuts to incorporate. Further, the Council authorized staff to access one-time funding from Other Post Employment Benefits (OPEB) reserves. The City acknowledged these strategies were a shortterm solution to the current budget imbalance. Finance staff will present a revised balanced budget inclusive of these proposed service reductions for Council consideration and adoption prior to the required deadline of June 30, 2024.

City Council and staff proactively addressed this challenge by proposing reductions to personnel and service delivery alongside exploring revenue enhancements. The City Council approved a comprehensive fee study to analyze the current fee schedule and rate of recovery compared to actual program costs. That effort began in early 2023 and culminated in the City Council adopting a revised fee schedule aimed at improving the rate of General Fund subsidy to balance program costs with the impact to those who pay program fees.

In March 2023, Council directed staff to conduct public opinion polling that sought input from

9.1 Packet Pg. 149
residents on community priorities and to explore the feasibility of a local revenue measure. The City engaged with EMC Research to conduct these polls. The first of two polls EMC Research conducted assessed community priorities and helped staff to evaluate appropriate revenue enhancement options. The City learned from the poll that the community prioritized public safety, streets and roads, and its 58 parks/open space. Staff evaluated the results of the poll in terms of revenue options, coupling them with actual City revenue data, to determine that a sales tax measure would be the most appropriate option for maintaining the City’s current service levels and quality of life. A transient occupancy tax (often referred to as a “hotel tax”), if the current rate were doubled to 14%, would generate $4 million in total-a net increase of $2 million.

That amount would not be sufficient to address the City’s current deficit. Staff also evaluated sales tax, which is the second largest revenue generator for the City. The City’s sales tax consultant provided an analysis that showed the following:

1. ½ cent sales tax increase potentially generates $7.8 million;

2. ¾ cent sales tax potentially generates $11.7 million; and

3. 1 cent sales tax increase would potentially generate $15.6 million in additional revenue In May 2024, EMC Research conducted a second poll in May 2024. The purpose of tonight’s presentation is to report out the results of that polling effort. In summary, the results of the recent poll remained relatively consistent with the results from a year prior:

1. Respondents believe that things are generally going in the right direction (72%)

2. Most serious problems: #1) Crime/Safety; #2) Growth/Development, and #3) Traffic/Congestion

3. Performance rating of local government is positive (68% total positive responses)

4. Half cent approval rating: 55%

5. One cent approval rating: 59%
Lastly, the EMC Research team polled residents on community priorities. The City learned the top 5 priorities in rank order were as follows:

1. Providing police services: 84%

2. Maintaining streets and roads: 84%

3. Maintaining public parks: 76%

4. Traffic enforcement and road safety: 73%

5. Improving streets and roads: 68%

FISCAL ANALYSIS
Information Only.

STEPS FOLLOWING APPROVAL
Staff will return to City Council on July 9th, 2024 with a sales tax measure ballot packet if Council provides staff with that direction.

9.1 Packet Pg. 150

San Ramon City CouncilJune 25, 2024

San Ramon City Council
June 25, 2024